Administration and Finance Associate

1. General Background of Project / Assignment

UNEP is the voice for the environment within the United Nations system. UNEP’s mission is to provide leadership and encourage partnerships in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. In Indonesia, UNEP in partnerships with ICRAF (the recipient in this Agreement), BNP Paribas and ADM Capital has established the Tropical Landscapes Finance Facility (TLFF) since 2016. As a Government of Indonesia supported initiative, TLFF provides long-term funding at scale, largely for rural smallholder livelihood and renewable energy projects for marginalized communities. The TLFF is intended to bridge the gap between the government, private sector and communities, coordinating cross-functionally to bring about large-scale positive change. TLFF responsibilities are currently under UNEP.

The Global Affairs Canada (GAC) is supporting UNEP/TLFF through its TLFF Grant Fund (TLGF) window to disburse conventional grants to potential applicants, which will help them become bankable and facilitate the mobilization of investment capital. It will be closely link with the objectives of FIAP and Canada’s feminist approach to climate finance by demonstrating the business case for investments at the nexus of gender and climate change and building a market for gender responsive climate projects. The ultimate outcome of this project is ‘to improve rural livelihoods in Indonesia with a focus on women’. This ultimate outcome will be facilitated through intermediate outcomes which are: (i) increased longer term (>5yr) investment in climate smart agricultural and forestry practices in Indonesia, (ii) reduced or avoided GHG emissions from the agricultural sector in Indonesia, and (iii) enhanced access to employment opportunities for women in climate-smart agricultural and forestry supply chains in Indonesia. The project scope is within Indonesia and closely affiliated and shares its objectives to the Land Use Finance Unit and UNREDD Program.  As such, it is fully aligned with UNEP’s Climate Change sub-programs and contribute to the Government of Indonesia’s Medium-Term Plan Strategy.

2. Purpose and Scope of Assignment

Summary of Key Functions:

• Implementation of operational strategies
• Effective and efficient functioning of operation unit of TLFF Secretariat
• Administrative and logistical services
• Personnel management 
• Protocol issues and requests for official documentation
• Office maintenance and assets management
• Knowledge sharing

1.Implementation of Operational Strategies

• Support the Program Officer and TLFF management on full compliance of administrative and protocol activities in accordance to UNEP/TLFF policies and procedures. 
• Provision of inputs to preparation of administrative team results-oriented work plans.
• Initiate the process for budget preparation and monitor delivery as required

2.Support to Effective and Efficient functioning of TLFF operations:

• Implements the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Proper inventory control; supervises proper issuance of inventory items and supplies.
• Reviews travel authorizations, documentation, payments
• Assists in the preparation of budget, audit and other reports.
• Confirms appropriateness of operational transactions processed in accordance to UNEP/TLFF policies, regulations and rules
• Check validity of charges by verifying authorized amounts and ensuring availability of budget and funds.
• Prepares on time monthly operational advance reconciliation and replenishment reports for supervisor review.  
• Monitor operational advances and workshop expenses in project fields office, bringing to the attention of operation officer for any problem or discrepancy that warrants further review.
• Process the payment request timely and in compliance to UNEP/TLFF policies

3. Support to Administrative and Logistical Services:

• Prepare budget and logistic for project events: workshops, training and others.
• Administrative and procurement support for meetings/conferences/workshops/retreats. This includes budget preparation, venue arrangement, travel entitlements/DSA processing, and other related logistical supports. 
• Collaboration in the preparation of the administrative budget plan for TLFF projects
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with UNEP/TLFF policies.
• Preparation of travel authorization for UNEP/TLFF staff and consultants
• Provision of administrative, protocol and logistical supports to TLFF personnel
• Arrangement of travel and hotel reservations, preparation of travel authorizations and processing travel claim/settlement/reimbursement.

4. Personnel Management: 

• Coordinating supports for staff/consultants, as required
• Ensure timely submission of staff attendance sheet and monitoring leave records
• Promote teamwork, collaboration, and diversity by actively engage on office activities, 
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

5.Support to Protocol issues and request for official documentation:

• Provision of travel management support and related services, including visa arrangement and custom/immigration clearance. 
• Arrangement of supporting documents for visa application and other required forms as well as liase with government officials and other related stakeholders to ensure proper and timely delivery of the services. 
• Actively towards continuing personal learning, acts on learning plan and applies newly acquired skills. 

6.Support to Office maintenance and assets management 

• Maintenance of records on assets management and preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Coordinate maintenance of TLFF office. 

7.Knowledge sharing 

• Participation in the training for the operations/projects staff on administration.
• Contributions to knowledge networks and communities of practice.
• Provision of supports to filing management and maintenance

Core Values and Principles:
1. Understand and respect sustainability principles

• Look for ways to embed sustainability principles in day-to-day project management
• Seek opportunities to champion gender equality at workplace
• Champion and communicate project’s sustainability aspects with key stakeholders

• Understand the principles of the Paris Declaration on aid effectiveness and mainstream them in the project plans
• Look for ways to build capacity of local counterparts

• Understand the UN Development Assistance Framework (UNDAF) and UNEP within the UN system
• Strive to build strong partnerships and effective coordination among relevant project actors (e.g. United Nations, governments, and non-governmental organizations or other relevant partners) 

• The project management processes are designed to deliver maximum accountability, transparency and results. 

• Contribute to innovation and the adaptation of best practice standards of sustainability and quality. 

Monitoring and Progress Controls

His/her performance will be reviewed by Program Officer and Head of TLFF Secretariat/UNEP Technical Lead Adviser

a. Education 

• A diploma in administration, finance and/or program management related fields. 
• A bachelor’s degree would be an asset.

b. Work Experience 

• A minimum 2 years experiences on relevant finance, procurement and administrative matters.
• Experience in coordinating events/activities with various international organizations, partner institutions and stakeholders is an asset.
• Experience in working closely with the Government of Indonesia for visa and protocol issues is desirable.

c. Language

• Fluency in Bahasa Indonesia and English language is required.

d. Other Skills 

• Good analytical skills, fully proficient computer skills and use of relevant software and other applications 
• Familiarity with the UN system is an asset

• Contract type: ICA
• Contract level: LICA 6
• Contract duration: 12 months with possibility of extension

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Family Duty Station.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. 

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.