Operations Manager Vacancy - USP Indonesia

POSITION: Operations Manager, USP PQM Indonesia Country Office

REPORTS TO: Indonesia Chief of Party

OVERVIEW:

The Operations Manager supports the Indonesia Chief of Party with core functions such as Financial Management, Procurement and Inventory, Human Resources, Information Systems, Safety and Office Management in accordance with USP, USAID and Government of Indonesia regulations under the USP PQM program in Indonesia.

MAIN RESPONSIBILITIES:

FINANCE & ACCOUNTING

·        Supports the Chief of Party and country team by developing detailed annual work plan budgets and activity tracking.

·        Conduct Financial Management by ensuring the adoption and implementation of policies and procedures under USP policies in compliance with USAID and Government of Indonesia regulations, agreements management, accounting, budgeting and audits as set by USP headquarters, including:

-       Prepares operating funds to support activities including cash advances, reimbursements, invoicing, and others

-       Processes and manages office accounting system

-       Compiles necessary documents for monthly submission to headquarters

·        Reviews and submits monthly reconciliations and financial reports to USP HQ and COP Indonesia

·        Processes and manages VAT Exemptions via USAID mechanism

·        Liaise with USP headquarters, USAID, partners, banks, and Government of Indonesia (Ministry of Finance – Tax Office)

·        Enforces good internal control and implementation of USP policies

·        Processes invoice submission to HQ for country office payroll, rentals, utilities, etc.

·        Responsible for the documentation of all financial transactions in accordance with USAID regulations, agreements management, accounting, budgeting and audits as set by USP headquarters.

PLANNING

·        Using TORs from approved activities, initiates travel planning according to SOPs.

·        Works with project coordinators on workshop/training planning, logistics, cash advances, reconciliations, vendor selection for workshops/trainings in accordance with USP and USAID guidelines.

·        Contributes to annual work planning as part of the country team

PROCUREMENT

·        At request of COP, initiates and tracks procurements under approved work plan activities in accordance with SOPs.

·        Manages inventory, government property, and office supplies.

·        Liaise with vendors for selection and leads negotiation process with vendors.

·        Develop vendor list for country office.

HUMAN RESOURCES

·        Facilitate local Human Resources processes to ensure USP manages and mitigate risk, expedite recruitment and new hire onboarding, improve performance management, support growth and development of staff, and increase staff engagement.

·        Prepares monthly payroll, income tax, Badan Penyelenggara Jaminan Sosial (BPJS) Employment and Health Care, and insurance.

·        Liaise with USP headquarters and Government of Indonesia (Ministry of Manpower and Transmigration)

·        Prepares, submits, and liaises with relevant government Ministries on expat staff documentation, work permits (IMTA), visa (KITAS), as needed

OPERATIONS

·        Ensures that the USP Indonesia country office’s legal registrations are current and adequate and that the country office is in compliance with local regulations.

·        Ensure that the country office management is efficient, effective and conducive to promoting an enjoyable place to work where staff can thrive and engage one another.

·        Develops and maintains a comprehensive and efficient filing system.

·        Adapts SOPs into Work Instructions for Jakarta Field Office

·        Manage transportation acquisition and utilization.

·        Liaise with USP headquarters, partners, lawyers and Government of Indonesia to ensure smooth operations.

·        Maintains routine, on-going communications with the Indonesia Chief of Party and country office staff

·        May be required to supervise administrative staff

·        Performs other duties as necessary.

REQUIRED QUALIFICATIONS:

·        Bachelor degree and minimum 4 years of experience in field office finance and operations.

·        Excellent organizational, communication, and interpersonal skills.

·        Excellent Microsoft Excel and Microsoft Word skills.

·        Work experience in a USAID donor-funded project in Indonesia required.

·        Attention to detail.

·        Fluency in Bahasa Indonesia and proficiency in written and oral English required.

Please submit your complete CV and USAID Form 1420 (available at http://www.usaid.gov/sites/default/files/AID1420-17.doc) to:

USPPQM.Indonesia@gmail.com

with CC to:

nadhirsti.pqm@gmail.com and

chrispqm@gmail.com