Vacant position: Contracts & Probitiy Manager with AIPD - closing date 17 June 2014, Jakarta

Terms of Reference
Contracts and Probity Manager

Introduction and BackgroundThe Australia Indonesia Partnership for Decentralisation (AIPD) is a five-year program providing technical assistance and capacity building support to local governments and civil society to better manage public resources, leading to improved service delivery and reduced poverty.

AIPD works with GOI and civil society partners to improve local governments’ capacity to manage their own resources – to prioritise, plan, budget for and implement their responsibilities in health, education and infrastructure.

AIPD supports both “supply” (national, provincial and local government) and “demand” (civil society) side stakeholders, by providing Technical Assistance and capacity building based on demand from local partners, and utilising local expertise and institutions.  On the supply side, the program works to help build capacity for improved budget planning and execution in provincial and district governments.  On the demand side, the AIPD facilitates improved transparency and accountability and strengthen civil society engagement in budget planning and monitoring.

Purpose
The purpose of this position is to facilitate contracting and oversight of AIPD activities to meet both DFAT and Cardno’s compliance requirements.

Duties and responsibilities
Responsible for the contracting of approved activities and oversight of disbursement for the Program in five provinces and Central Government to ensure compliance with DFAT’s and Cardno’s contracting and probity procedures.

1. Prepare and negotiate contracts or agreements with “implementing partners” or as more commonly known sub-contractors, in accordance with both Cardno and DFAT requirements and procedures.
2. Work closely with the Senior Operations Manager (SOM) in ensuring that the Implementing Partners are performing not only to their contracts but are also contributing to the realisation of AIPD goals and objectives.
3. Prepare budgets including cash flows and report on expenditure versus budget. You will work closely with the Financial Systems Manager and her/his delegate.
4. Record and maintain charts of expenditure versus budgets.
5. Ensure compliance with the contract in both output and financial terms.
6. Check all the financial transactions are in accordance with the contract and that payments are correct and on time.
7. Record all related documents of Program Implementing Partners outputs, and payments, ensuring all deliverables are in place and trackable.
8. Work closely with team members from the Technical Specialist Facility (TSF) in developing the format and content of each contract.
9. Provide related reports, documentation and information to the TSF to facilitate formal government reporting.
10. Support internal audit activities and implement auditor’s recommendations relating to  contracts entered into by AIPD  so as to ensure all financial and accounting activities are in line with DFAT/Cardno  policies and guidelines
11. Maintain contracts with Program Implementing Partners complete with all supporting documents
12. Work in close coordination with AIPD field staff including Assistant Program Directors (APD), Financial and Administrative Officers (FO and AO) and Project Officers (PO) in providing relevant information and guidance relating to the Implementing Partner contracts and delivery requirements within their specific geographical location.
13. Supervise and closely monitor the financial reports of Program Implementing Partners.
14. In connection with monitoring of financial reports, if financial irregularities are found work together AIPD and Cardno staff responsible for reporting of potential or actual fraud. 
15. If necessary, provide technical assistance to Implementing Partners in relation to the way in which AIPD/Cardno requires financial and administration reports to be submitted for approval.
16. Contribute to AIPD progress reports
17. Develop and maintain good working relationships with all Implementing Partners and the AIPD stakeholders that they  provide services to
18. Other duties consistent with the above

Liaison / Reporting
You will report directly to the Senior Operations Manager, and liaise with the Cardno Contractor Representative.

Selection CRITERIA to be addressed in application

1. Legal and financial qualifications and experience, to Masters level, and 8 years of relevant work experience.
2. Demonstrated experience of contracting and reporting requirements, preferably in the development sector.
3. Ability to quickly understand and implement DFAT and Cardno contracting and reporting requirements.
4. Experience in high level negotiation between various organisations such as NGOs and the private sector.
5. Experience with using Indonesian procurement guidelines and procedures.
6. Ability to quickly understand and incorporate Australian Procurement Guidelines into AIPD contracting procedures.
7. Demonstrated high level commitment to integrity, justice and fairness.
8. Demonstrated high level of written and verbal communication, facilitation, consultation and organisational skills in dealing with sub-contractors.
9. Sound knowledge of Indonesia’s legal system relevant to the contracting and sub-contracting of services.
10. Excellent communication (both Bahasa and English) and interpersonal skills.
11. Computer literate and able to operate MS Office & accounting software.
12. Demonstrated ability to deliver high quality outputs on time.
13. Self-motivated and able to work without close supervision.

Timing / Duration
1 July 2014 to 30 June 2015, with potential for extension contingent on funding.

Location
Jakarta with travel to other AIPD Program locations as required.

Please send your application letter (with the selection criteria) along with CV to: recruitment@aipd.or.id