Job Description

ASEAN-IF AD

Measurable Action for Haze-Free Sustainable Land Management in Southeast Asia

(MAHF S A)

Terms of Reference

PROGRAMME ACCOUNTING OFFICER
(Indonesian Citizens or ASEAN Nationals
Residing and Eligible to work in Indonesia)

Background

The Measurable Action for Haze-Free Sustainable Land Management in Southeast Asia (MAHFSA)
seeks to strengthen existing regional coordination mechanisms to facilitate a more harmonised response

to tackling the transboundary haze pollution problem and for promoting sustainable forest management
and peatland conservation.

The initiative will systematize data and information management and operationalise a flexible regional
coordination platform for building capacity, harmonising programmes and projects, coordinating activities
of stakeholders engaged in combating haze, and channelling multiple sources of finance to address the

haze challenge.

The regional coordination platform will promote the dissemination of best practice, improve fire and haze

prevention and support evidence-based policy dialogue, drawing on data collected through a harmonised
data management system that extends from local to regional. This initiative will identify both geographic
and socio-economic hotspots related to peatland fires and haze in order to foster sustainable alternative

income generating activities.

MAHFSA will kick-start a process that will engender significant improvements within a 10-year period in

achieving the objectives of the ASEAN Agreement on Transboundary Haze Pollution and the targets of
the Roadmap on ASEAN Cooperation towards Transboundary Haze Pollution Control with Means of
Implementation and in implementing associated National Action Plans on Peatlands (NAPPs).

The ASEAN will be the recipient of the 5-year grant and will work with a consortium consisting of of the
Center for International Forestry Research (CIFOR) and the Global Environment Centre (GEC). The grant

will be managed, and overall work coordinated, by the ASEAN Secretariat. MAHFSA Programme
Coordination Unit (PCU) supports the ASEAN Secretariat in facilitating the day-to-day coordination and
overall implementation, administration, and financial accountability and monitoring of the Programme.

Main Responsibilities

The Programme Accounting Officer (PAO) will work under the supervision of the Assistant Director / Head
of Finance and Budget Division of the ASEAN Secretariat to manage the grants. The PAO will also be

required to liaise closely with the Programme Coordinator on the programme. In order to ensure that the
financing proceeds are used for the intended purpose and as efficiently as possible, it is essential that
the Financial Accountant sets up and maintains adequate financial management arrangements in each

stage of the project cycle: i) preparation and planning, ii) implementation as well as iii) complet ion and
closing.

• Prepare, in close collaboration with the Programme Coordinator, the annual work plan and budget in

particular.

• Maintain an efficient accounting system and reliable internal control procedures and guidelines for

financial reporting and recordkeeping.

• Prepare all withdrawal applications for submission to IFAD.
  

• Monitor the level of the Project's account and the level of advances/funds to sub-recipients /

implementing partners, to ensure both that there are sufficient funds to implement the program
activities and that the level of advances/fund are adequate and there are no idle funds.

• Prepare and provide financial reports and unaudited financial statements including statement of

expenditures (SoEs), invoices, the sources and uses of funds statement, incurred expenditures by
component, expenditure category and financier, designated account reconciliation statement, fixed
asset list and cash flow forecast etc. for submission to the Programme Steering Committee and IFAD
on a semi and annual basis, and maintain all records in a form appropriate for audit.

• Ensure the timely consolidation, preparation and submission of required financial reports to IFAD

on a regular basis in compliance with the grant agreement.

• Lead the process of contracting an external audit firm to conduct an independent audit of the

annual project accounts, ensuring that annual audits are carried out within the specified timeframe.

• Develop and maintain a system of financial control over all expenditure incurred by implementing

partners.

• Amend the financial and administrative-related section of the Programme Implementation Manual

(PIM), if necessary.

• Responsible for the organization and supervision of the project assets, logistics, and all administrative

matters.

• Strong ability to work effectively in teams while coordinate with relevant ASEAN Secretariat desk

officers (e.g. Programme Cooperation, and Administration) in all matters in relation to finance,

account, and procurement of the project.

• Develop Funds Flow Projections in collaboration with the team.
  

• Monitor and analyse project spending and commitments, and report the findings to the Head of the

Finance & Budget Division, Head of Environment Division and Programme Coordinator.

• Develop and maintain excellent filling system for electronic and hard copy files.
  

• Perform other duties assigned or required.

Qualifications Requirements

• Bachelor degree in Accounting.

• At least two (2) years of relevant experience, in financial management and accounting,

preferably for International Agencies.

• Have good knowledge of International Public Sector Accounting Standards (IPSAS), and

International Standards on Auditing (ISA). Familiarity and experience in use of accounting

software is a must.

• Knowledge of government contracting regulations in ASEAN countries is an advantage.

• Exceptional organisational skills with a proven ability to manage multiple competing priorities and

keep track of many details.

• Experience with basic grant/contract administration.

• Strong analytical skills.

• Proficiency with Microsoft Excel.

• Ability to work in a multicultural environment as a team player.

• Good interpersonal and communication skills.
  

Remuneration and Benefits

An attractive lump-sum remuneration package at the level of Officer of the ASEAN Secretariat will be
offered commensurate with experience and qualifications of the successful candidate. Upon completion

of the six-month probationary period, the candidate will be confirmed for the assignment, up to three
years.

How to Apply

Send your application to asean.hr@asean.org highlighting your suitability and potential contribution to
the position together with a detailed CV, certified true copies of educational certificates and

transcripts, and complete ASEC Employment Application Form attached with recent photograph.
Applications sent without ALL the documents mentioned above will NOT be considered.

Please indicate on the subject heading: Application for Programme Accounting Officer (MAHFSA).

Application documents should reach the ASEAN Secretariat by 30 August 2022. The Selection

Committee’s decision is final and only shortlisted candidates will be notified.