Project Associate Internship (Finance) HEART in Jakarta Pusat, Indonesia

The Project Associate Internship (Finance) may monitor and supervise financial, administrative, procurement activities. The Associate works in close collaboration with the project team, financial units, operations units, procurement unit, and programme staff in the CO to resolve complex finance- related issues and to ensure adequate exchange of information.

Duties and Responsibilities of Project Associate Internship

The direct supervisor of this activities is National Technical Specialist for HEART. She/He will work closely with Budget Management Associate and with relevant projects. the Project Associate (Finance) shall be responsible for effective and transparent utilization of financial resources and integrity of financial servicesfor all projects in HEART Cluster. The Project Associateshall analyze and interpret the financial rules and regulations and provide solutions to a wide spectrum of complex financial issues.

Establish accounting and financial reporting process for the HEART Cluster to ensure, complete, accurate and timely reporting to the donors compliance with the terms and conditions of the Grant Agreement, focusing on achievement of the following results:

• Full compliance with UNDP and donor 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 financial reporting to both MOH and donors;
• Support for procurement process of the FMTA-GF project as approved by MOH and donors;
• Support for any recruitment process and/or any HR related matters for the FMTA-GF project team based in the MOH;
• Proper monitoring and tracking of payment schedules from the donor and/or expenditures progress update;

Support the project team to ensure effective project planning and implementation focusing on achievement of the following results:

• Liaise with the project assistant to prepare any Note to File, Internal Office Memorandum, Payment Tracking Sheet, Analysis of (vendor) Quotations, and/or any other required supporting documents relatedto procurement process and/or any new request of contracts’ amendment;
• Support the project teams in HEART Cluster for development of any TOR (including other supporting documents) related to the implementation of projects’ activities;
• Work closely with both the HEARTcluster team of DGPRU in UNDP country office and project teams in HEART Cluster,to ensure timely provision of delivery reports;
• Ensure that all administrative deliverables of the projectare submitted on time, consistent with the PR’s requirement, and in compliance with both UNDP and Global Fund requirements;

Support the effective reporting on progress of project implementation:

• Together with Project Assistant to support the administration process for preparing work plans as well as meetings,audit, operational and financial administrative project;
• Together with Project Assistant prepare any project / finance reports, minutes of meeting,TOR and agenda, workshop and/or training agreement (for follow-up actions), and share it to the project team (or other parties as required) on a timely manner;
• To provide financial support for project implementation based on results-oriented progress reports

Support strategic partnerships, communication, and support to the implementation of resource mobilization:

• Support in updating database of the relevant publicand development partners private sector, civil society and other stakeholders who are counterparts for the project;
• In coordination with UNDP’s Communication unit and other relevant counterpart communications department, support documentation of the project activities as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project

Supports knowledge building and knowledge sharing focusing on achievement of the following results:

• Regular capacity development and trainings to relevant staff of the country partners on finance, procurement and/or any other administrative rules/regulations;
• Provide proper information to the HEART Cluster on any financial/administrative rules in UNDP whenever required to support any meetings/training/workshops
• Synthesis of lessons learned and best practices on Finance and any other operations issues;
• Participation in the trainings for the operations/ projects staff, and contribute to knowledge networks and communities of practice;
• Ensure active participation in learning and knowledge sharing in gender analysis and gender mainstreaming.
• The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:
• Human rights and gender equality is prioritized as an ethical principle within all actions.
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities basedon ethnicity, age, sexual orientation, disability, religion, class,gender is respected within all implementations including data production.
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.

Check: The Food and Agriculture Organization (FAO) Internship 2023

Required Skills and Experience