Administrative &
Finance Officer – Research and Design of a National NGO Facility
Background:
A project team conducting research and program design at
Cardno on behalf of the Australian Department of Foreign Affairs and Trade
(Australian Aid) is in need of a Administrative and Finance Officer to support
research and program design activities including general support for team
operations and support for events and field travel. The project is conducting
research and design the National NGO Study and Service Centre (NSSC), which
will aim to support Indonesia’s NGO sector has been among the key drivers of
political, economic and social reform as part of Indonesia’s transition towards
a democratic, middle-income country. NGOs in Indonesia operate in all DFAT –
Australian Aid priority development areas and therefore the improved
functioning of NGOs as organisations, and the NGO sector more broadly, would
support significant development impacts. The role will start in early February
2015 and extend until the project close at the end of September 2015.
Key
responsibilities and tasks
Under the direction of the NSSC Research and Design Team
Leader and Senior Project Coordinator at Cardno, the Administrative &
Finance Officer will provide necessary administrative and financial management
support to the full range of project activities, both day-to-day team
operations as well as special events and travel.
·
Coordinate with the Senior Project Coordinator
(SPC) to support the administrative and financial aspects of planning and
implementation of meetings/appointments, workshops, trainings, and other events
involving internal and external parties, including procurement of event space,
coordination on back end preparation and execution and managing petty cash for
the events.
·
Coordinate with relevant member of the team to
make travel and hotel accommodation bookings and communicate with relevant
parties on itineraries and changes;
·
Perform general clerical tasks such as arranging
letters, filing and telephone, filling system ((in/out correspondences,
reports, and/or other project documents) both in soft and hard copies (if
required)
·
Maintain records and also monitor of logbooks
facsimile, photocopier, telephone, including asset registration, office
cleanliness, staffs timesheets, sick and leave requests and monthly payment for
office lease;
·
Ensure the team’s office is adequately stocked
and equipment is in working order;
·
Provide staff weekly movements to Cardno and
DFAT.
·
Maintain petty cash and bank book, prepare
monthly budgets and funds request of project needs.
·
Support processing of invoices and staff payment
requests;
·
Provide payment request for third partner
(supplier, vendor, etc.)
·
Ensure that all project procurements are in
accordance with DFAT Cardno regulations including fraud minimisation, and that
the supporting documents are on file (Purchase Order, Quotations, Procurement
Form);
·
Support the project close and handover of
relevant materials on all administrative and financial aspects;
·
Other duties consistent with the above.
Selection Criteria
·
Tertiary qualifications and a minimum of five
years’ experience in a relevant administrative/financial management field;
·
Proactive, person with good communication
skills;
·
Ability to think independently but also be part
of an effective team;
·
Self-motivated and able to work without close
supervision
·
A sound understanding of reporting requirements
and the ability to quickly understand both DFAT and Cardno’s Administrative
& financial reporting requirements.
·
Demonstrated ability to deliver high quality
outputs on time;
·
Demonstrated experience in office systems and
the use of computer programs, in particular Excel and Word;
·
Ability and willingness to learn and make
consistent use of online project management tools (e.g. Wrike, Dropbox, Google
Drive);
·
Understanding of the need for good document
control as a means of reducing risk of fraud;
·
Fluent Indonesian and working knowledge of
English languages;
·
Previous work experience in a similar role on a
Cardno Emerging Markets or a DFAT Australian Aid project will be a strong
advantage.
Reporting
relationships:
The AFO will work closely with the Senior Project
Coordinator and under her direction on execution of events and as assigned. The
Team Leader will provide overall supervision for the AFO.
Timing:
Note that the position will start on 4 February 2015 in
Jakarta and interviews will be held in person or over Skype between Wednesday
21 January – Friday 23 January. If you are not available according to this
timeline please indicate this on your application.
To apply:
Please submit a current CV that highlights your relevant
skills and experiences for the job and a cover letter that briefly summarizes
why you are qualified by no later than 12 midnight, Monday 19 January 2015
Jakarta time. Submit to info@nssc.or.id with the subject line “AFO
application.” Included in your application packet should be the names and
contact information (including phone number and email address) of 3
professional references.
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