A Financial Management Officer
For Project Implementation Unit (Local-hired)
The Multi-Donor Trade and Investment Facility (MDFTIC) has been established by the World Bank with the financial support from the Dutch government under the initiative of the Government of Indonesia in order to addresses a request the Ministry of Trade (MoT) to support its capacity building efforts and harmonize donor assistance; and a request from the Coordinating Ministry of Economic Affairs (CMEA), MoT and Bappenas for capacity building and technical assistance to improve the investment climate.
The MDFTIC consists of a Trade component and an Investment Climate (IC) component: the Trade Component activities will center on setting up teams of specialists to improve MoT’s institutional structure, improving Human Resource training management to increase skill of staff, and providing policy advisory work so that the MoT can take more informed policy decisions. The IC Component activities will center around capacity building for better policy coordination, technical assistance on regulatory reform and access to finance to increase reform impact, and providing policy advisory work for more informed policy decisions on IC.
The MDFTIC is administered by the World Bank, and project activities under the MDFTIC are jointly executed by the World Bank and Recipients, namely MoT, CMEA and other relevant entities. It is anticipated that activities for Recipient-execution under the MDFTIC will commence in early 2009.
For the purpose of coordinating and supervising implementation of MDFTIC project activities executed by the Recipients, two Project Implementation Units (PIUs) for each Trade and IC component will be established at MoT and CMEA, respectively. In the first year, MoT will establish one to cover activities under itself and CMEA, and in the second year, when CMEA establishes another PIU, the MoT-PIU and CMEA-PIU will take care of respective activities. A PIU is formed of a commitment maker (Head of PIU), In charge officer for project implementation, Coordinator officer for procurement activities, Coordinator officer for financial management activities, Coordinator officer for working unit cooperation, Member, Financial management team, procurement officers, who are existing government staff members within the Financial and Procurement units in each Ministry not being envisaged that the PIU will need to be staffed by government staff members on a full time basis. In addition to these government staff members of PIUs, three external consultants will be hired to each PIU who are given special tasks of (a) financial management, (b) procurement and (c) administration.
This Terms of Reference sets out for the financial management officer, and the details are provided in the following sections.
B. Scope of Assignment
1. S/he will work on project financial management for the PIU established in the Ministry of Trade. Her/his tasks include:
- Provide overall technical guidance to the PIU in matters pertaining to project financial management, accounting and reporting.
- Assist the PIU members to compile on a regular basis complete information on project progress and corresponding financial statements for all project resources and expenditures; maintain project financial accounts accurately and reliably; prepare consolidated interim financial reports (IFRs/FMRs); and issue monthly and quarterly reports in the required formats to the PIU Director and the World Bank.
- Assist the PIU members to monitor the implementation and updating the project cost tables.
- Assist the PIU members to prepare materials for the preparation of the budget of the different project sub-components.
- Provide guidance for the PIU members to review bills received and processing payment requests (SPP) for expenditures incurred under the project, in particular ensuring that payment requests initiated by project management are adequately supported and authorized before payment, and that they conform with duly authorized procurement contracts.
- Assist the PIU members to determine compliance by contractors with the output/deliverables as specified in the contract, as a basis for payment of contract’s bills.
- Advise the PIU members to maintain adequate internal controls in the execution of project activities;
- Assist the PIU staff to review Bank Statements for the Special Accounts and reconcile them with the transactions recorded in the project financial accounts;
- Assist the PIU staff to review the IFRs, payment orders (SPMs) and transfer orders (SP2D) submitted by the differents sub-components.
- Assist the PIU to prepare the Withdrawal Applications for replenishment of the Special Accounts based on the IFRs,
- Monitor and manage backlogs in the processing of these applications;
- Train the PIU in the implementation of the project financial accounting and reporting system and procedures;
- Assist the PIU staff in getting the financial statements audited by the independent auditors appointed for the purpose at such intervals as may be requested.
- Take all steps necessary to maintain the accuracy, reliability and confidentiality of all project information in line with World Bank Guidelines.
- Assist and advise the PIU staff to maintain a properly organized filling system for all relevant financial and accounting documents including SPPs, SPMs, SP2D and underlying supporting documents to allow easy retrieval;
- Compile such other information and analysis on project progress and financial reporting as may reasonably be requested by project management from time to time;
- Participate in meetings with the World Bank, auditors and other parties as necessary;
- Provide advice to the PIU Director on such financial management and administration matters as may be required or necessary.
- Assist PIU in monitoring project audit findings follow up action.
2. It requires frequent interaction with World Bank staff and government staff members. The assignment will be initially for 1 year, with the possibility of an extension based on her/his performance.
The deliverables will include all the outputs, documents and actions specified above in the scope of assignment including preparing a quarterly progress reports for all activities under the project (physical and financial).
- A Masters degree preferably or a Bachelor degree in either of Economics, Finance, Business Administration or other relevant topics from a recognized university.
- At least 5 years of experience in Project Financial Management as consultant capacity or as senior manager and/or auditing.
- Experience in assisting governments will be an advantage.
- Experience in the areas of project financial management in the World Bank funded Projects will be an advantage.
- Strong communications skills, both in English and Indonesian, and supported by a strong ethical foundation are essential.
S/he will directly report to Head of PIU of the Ministry of Trade. In addition, s/he shall maintain close contact with the MDFTIC Deputy Project Manager where necessary.
F. Duration: [ 12 ] months, to be determined.
G. Location: Jakarta, Indonesia
H. Recruitment process: Hard copy of the documents should be submitted to:
Head of Planning Bureau
Ministry of Trade
6th Floor Main Building
Jl. M.I Ridwan Rais No. 5
Telephone : 021-23528441
Faximile : 021-23528451