Finance and Administration Officer
Locally Recruited Position
Jakarta, Indonesia
About
idlo
The International Development Law
Organization (IDLO) enables governments and empowers people to reform laws and
strengthen institutions to promote peace, justice,
sustainable development and
economic opportunity. We contribute to creating stable and inclusive societies where
every person can live free from fear and want, in dignity
and under the rule of
law. To learn more about IDLO,
please visit our website www.idlo.int or
follow us on Twitter @IDLOnews.
THE POSITION
Under
the direct supervision of the Program Manager - Rule of Law Program Indonesia,
and in close coordination with the Program Associate, the Finance &
Administration
officer is responsible for the overall financial administration
& reporting of the IDLO Rule of Law program Indonesia.
With
delegated authority, the Finance & Administration officer will be
responsible for the following main duties:
1. Financial management of
core IDLO project expenditures:
·
Monitor the implementation of program activities
according to approve project documents, ensuring that appropriate control
reporting structures are maintained in accordance with
IDLO Rules and
Regulations and/or donor requirements;
·
Act
as focal point for financial issues relating to the program;
·
With
guidance from the HQ, set up overall accounting system for the Jakarta Office
in line with IDLO procedures, including but not limited to processing invoices
& payments, maintaining bank accounts and financial records, ensure timely
reimbursement of travel expenses to IDLO staff members/experts;
·
Ensure the
timely preparation and submission of all financial information, reports and
documentation to Headquarters, including monthly project financial forecast, year-end closing of books
etc;
·
Assist
in preparing the annual budgets, assess financial plans & reports in
coordination with Program Manager and relevant IDLO departments;
·
Facilitate
the work of external auditor;
·
Administer
and manage the logistics, communication and
(where needed) contracts with various service providers, such as travel
agents, hotels, office suppliers, etc;
2. Financial
management of sub-projects funded under the Rule of Law Fund and executed by
implementing partners:
· Act as the first point of
contact for financial officers of Implementing Partners with regards to questions
pertaining to sub-projects;
· Review, analyse and assist in the preparation of cost
estimates and budget proposals related to the program;
·
Conduct,
in close coordination with Program Manager, organizational assessments and regular
spot checks assessing risks and quality of implementing partners’ internal
processes.
·
Ensure,
in close coordination with Program Manager, that program funds are made
available when needed, and are disbursed properly in a timely fashion following
IDLO procedures;
·
Monitor
expenditures, and advise Program Manager regularly whether expenditures are in accordance
with the program document and/or existing program work plans;
·
Ensure
accounting records and supporting documents are properly kept and required
financial reports are prepared, with appropriate analysis of expenditures and
issues in disbursement;
·
Ensure
financial operations are transparent and comply with IDLO financial procedures/
regulations;
·
Develop
and implement, in close coordination with Program Manager, monitoring and
evaluation (M&E) mechanism for the program’s financial activities; Ensure
monitoring, evaluation and audits are undertaken as per IDLO standards &
guidelines;
·
Prepare
program financial progress reports against set targets and indicators, with an analysis
of evidence of progress towards budgets;
·
Where
needed provide coaching, guidance and feedback to implementing partners to ensure
proper financial management of sub-projects;
- Keep the Program Manager updated regularly on developments and challenges in the financial reporting and implementation of the projects.
Ideal Candidate Profile
Education
·
Undergraduate degree in business, finance, or related
field is required.
·
Professional accounting qualifications would be
beneficial.
Work Experience
·
Minimum
of 5 years of experience in the field of accounting and financial management preferably
within international organizations or private /public organization with donor
funded programs;
·
Experience
working with complex, multi-partner projects highly desirable.
Languages
·
Fluency
in English and Bahasa Indonesia is required.
Specific
knowledge, skills and competencies
- Significant experience with accounting system management; a relevant course successfully completed is an advantage.
·
Knowledge
of administrative procedures of an international development agency is an
additional asset;
·
Experience
in working with an international/ interdisciplinary team.
·
Competency
with financial data systems and spreadsheet processes;
·
Ability
to handle a large volume of work in an effective and timely manner;
·
Proven ability to see through tasks set and deliver
results;
·
Proven ability to develop and foster productive
working relationships across a globally based organization;
·
Very good knowledge of Microsoft Word, Excel and
PowerPoint. Proficient use of other ICT software and internet software;
·
Excellent written and verbal communication skills.
COMPENSATION
IDLO
offers competitive compensation including annual leave and sick leave.
how to apply
All
interested applicants are encouraged to apply via our website www.idlo.int/jobs and submit the completed IDLO Personal History
Form (PHF), resume and cover letter.
IDLO is
an Equal Opportunity Employer and values diversity in all areas of its
operations. We welcome and encourage diverse applications.
DISCLAIMER AND CLOSING DATE
The above statements are intended to
describe the general nature and level of the work being performed by the staff
member assigned to this work. This is not an exhaustive list of all duties and
responsibilities.
IDLO reserves the right to amend and
change responsibilities or even to cancel the recruitment to meet business and
organizational needs as necessary.
Deadline for application: 09 September 2015.
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