Budget Management Associate (Malaria Programme) for the Global Fund Financial Management and Technical Assistance - (for Indonesian Nationality Only)

Job Description

Title: Budget Management Associate (Malaria Programme) for the Global Fund Financial Management and Technical Assistance - (for Indonesian Nationality Only)

Company Name: United Nations Development Programme Indonesia (UNDP)

Vacancy: 2

Job Location: Jakarta Raya

Career Level: Staff (non-management & non-supervisor)

Years Of Experience: 4 years

Qualification: SMU, Higher Sec, Bachelor's Degree

Employment Status: Full-Time

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life, as envisaged in the 2030 Agenda for Sustainable Development Goals (SDGs). Through an integrated team operating at the global, regional and country levels we are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP is a co-sponsor of several international health partnerships. Since 2003, we have been in partnership with the Global Fund, supporting about 20 countries to manage resources for actions on SDG 3. UNDP’s work on HIV, health and development, as described in the HIV, Health and Development Strategy 2016-2021: Connecting the Dots, leverages UNDP’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. The work falls within three inter-connected areas of action: (i) reducing inequalities and social exclusion that drive HIV and poor health; (ii) promoting effective and inclusive governance for health; and (iii) building resilient and sustainable systems for health.

In 2007, UNDP started to provide technical assistance to Indonesia’s MoH to implement the Global Fund grants. In 2012, in partnership with the Australian Government Department of Foreign Affairs and Trade, UNDP started to provide technical support to Indonesia’s Country Coordinating Mechanism (CCM) and its technical working group to monitor GF grant performance and provide oversight. Recently, UNDP Indonesia formed the Health Governance Initiative (HEART) cluster to support Indonesian Government on national health policy, institutional strengthening, and to improve national health system and service delivery which aimed at creating a sustainable positive impact to vulnerable and poor people.

Through 2018, The Global Fund, the MoH and the CCM identified recurring financial management issues impacting on the grant management and timely delivery of quality reports. These issues constituted to be a risk to the Principal Recipients who bears overall responsibility for the implementation of the Global Fund financed programme. Between 2018 and 2019, the MoH requested the support of UNDP to address financial management reporting issues and to review the current accounting Financial Management Information System (FMIS) to ensure that the ministry could provide quality and timely financial reports to the Global Fund. Against this backdrop, it became necessary to provide a comprehensive Technical Assistance to the ministry through a strategic response mechanism (SURGE) between January 2019 through December 2020. The broad outcomes were aligned along three core change elements: People, Technology; and Process- necessitating the design of the technical assistance to focus on human resources, technology transformation and process/policy reengineering. Specifically, the support sought to achieve the following broad outcomes:

  • Quality assured and timely reporting;
  • Strengthened Financial Management Information system;
  • Improved Human Resources that is aligned to better financial management;
  • Supportive supervision including support during audit and other assurance related review

The Financial management Technical Assistance team (FMTA) will support the HEART cluster in strengthening health system particularly on health management. This project will support the MoH as Principal Recipients of the Global Fund grants in managing funds to improve accountability through adequate financial information system, provide assurance on the quality of financial reports and ensure timely submission to the Global Fund.

Duties and Responsibilities

Under the supervision of the Health Governance Project Manager and working closely with relevant National Project Directors and Project Managers, the Project Budget Management Associate shall be responsible for effective and transparent utilization of financial resources and integrity of financial services for the Malaria programme. The Budget Management Associate shall analyze and interpret the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues.

The Budget Management Associate works in close collaboration with other UNDP TA team at the MOH for AIDS, Tuberculosis, and Malaria program, technical advisors, and the UNDP Country Office team. He/She will also work closely with the MoH staff who manage the Global Fund-supported program such as financial, operations, procurement, and programmatic – in order to successfully implement the UNDP Financial Management Technical Assistance (FMTA) project/programme.

Establish an accounting and financial reporting process for the PR, to ensure, complete, accurate and timely reporting to the Global Fund in compliance with the terms and conditions of the Grant Agreement, focusing on achievement of the following results :

  • Full compliance with PR rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
  • Continuously reviewing the financial situation and supporting the programme in the preparation of cash forecasts and periodical Annual Disbursement Decision Requests to the Global Fund and annual consolidated financial statements;
  • Quarterly review and approve Funding Authorizations and Certificate of Expenditures of SRs;
  • Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in finance under the supervision of the Finance team, including monitoring and tracking payment schedules of the procurement;
  • Routinely monitor financial exception reports for unusual activities, transactions and investigates anomalies or unusual transactions. Inform supervisor of the results of the investigation when satisfactory answers are not obtained;
  • Ensures coordination with the external auditor to finalize the audit reports (including, reconciliations with the Local Fund Agent reports) to ensure the final audit report complies with the approved Terms of Reference and the Global Fund's audit guidelines and follows up in a timely manner to ensure that audit recommendations (finance) are properly addressed.

Hands on technical support to the ministry in during the upgrade the Ministry of Health's accounting software to comply with the financial reporting terms and conditions of the Grant Agreement, focusing on achievement of the following results:

  • Effective application of financial management systems and strategic oversight of planning, budgeting implementation and monitoring of the programme, tracking use of financial resources in accordance with MoH rules and regulations;
  • Effective oversight and finalizations of the financial sections of the Progress Update and Annual Disbursement Decision Requests and preparation of quarterly and bi-annual Cash Flow and annual Cash Flow Forecasts, and statement of sources and uses of funds in compliance with the Global Fund requirements for submission to the Global Fund;
  • Timely revision and finalization of Enhanced Financial Report and other adhoc financial reports as required by the Global Fund;
  • Periodical preparation of fund balances, taking into consideration the data provided by the SRs fund balances to ensure better forecasting of activities as appropriate;
  • Timely preparation of programme budget reviews and the provision of justifications for budget reallocation/reprogramme requests (if any) for submission to the Global Fund
  • Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation;
  • Ensuring that advance payments and direct payments for MOH and The Global Fund Sub Recipient's (SRs) vendors are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the system on a timely basis
  • Analysis and elaboration of proposals for the internal expenditures' control system ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted; Monthly Payment Orders (MPOs), travel claims, and other entitlements are duly processed and receipting of goods and services and establishment of accruals are properly done in compliance with International Public Sector Accounting Standard (IPSAS);
  • Control of the Accounts Receivables and maintenance of the General Ledger;

Design and/or maintain effective team work with the PMU Finance unit of the PR Malaria MOH, to ensure improved performance of the PMU finance team towards timeline and accurate of the Financial Report generated from the new accounting software, to be submitted by the PMU Finance Manager to The Global Fund, focusing on achievement of the following results:

  • Analysis to ensure timely, complete & accurate financial report submitted by the SRs – to be reviewed by all Project Management Unit (PMU) Internal Controller staff;
  • Conduct monthly review of consolidated monthly financial report from all PMU Internal Controller staff to provide monthly analysis absorption level to the PMU Finance Manager
  • Ensure monthly meeting between PMU finance team and the programmatic team of the PR Malaria MOH is conducted timely with accurate report, for further decision making by the high level management;
  • Support the PMU Finance team to develop quarterly Cash Report and bi-annually financial report (PU and PU/DR) timely from the new accounting software with accurate data
  • Support to conduct monthly spot check of all PR & SRs’ financial report based on the updated risk mapping – to ensure complete validation process from PR towards SRs’ financial report.

Competencies

Core competencies:

  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
  • Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management competencies:

  • UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies:

2030 Agenda: People:

  • Gender: Gender Mainstreaming

Ethics:

  • UN policy knowledge - ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

2030 Agenda: Engagement and Effectiveness:

  • Innovation - Technology and Innovation

Audit & Investigation: General:

  • Verbal and written communication: Ability to effectively communicate both verbally and in writing to convey key facts and findings

Business Management :

  • Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed
  • Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate Channels
  • Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.

Required Skills and Experience

 Education:

  • Minimum High school or Bachelor’s degree in Accounting, Finance, Business, Economics would be preferred.

Experience:

  • Minimum 7 (seven) years of relevant professional experience for candidate with High School Degree or  4 (four) years of relevant professional experience for candidate with Bachelor degree would be preferable.
  • Experience providing financial technical assistance services for system development and/or capacity building
  • Advance knowledge of spreadsheet and database packages
  • Solid technical knowledge in accounting standards and application
  • Good inter-personal and team building skills.
  • Strong analytical skill
  • Demonstrated strong familiarity with UNDP development projects in Indonesia.
  • Experience with the UNDP and/or UN agencies desirable
  • Knowledge on various donor’s reporting requirements.
  • Experience in handling of web based management systems would be highly desirable
  • Knowledge on international Financial Reporting Standards (IFRS) and IPSASs related to Logistics/Asset and/or Procurement Management would be highly desirable
  • Experience in the field of development will be preferable
  • Thorough practical hands on experience in The Global Fund reporting particularly in relation to the preparation of the Program Update and Disbursement Request (PUDR) to The Global Fund as a donor, Cash forecast and budget realignment related to procurement and/or logistics/asset reports and processes would be preferable
  • Experience in leading new web-based accounting software/ ERP implementation as a super user and trainer of trainers would be highly desirable

Language requirement :

  • Fluency in English and Bahasa Indonesia in both writing and speaking

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