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Monday, October 17, 2016

Job Opportunity at Wahid Foundation

Wahid Foundation, formerly known as The Wahid Institute, who strive for a just and peaceful world has become one of the leading voices espousing moderate and tolerant views of Islam in Southeast Asia. In line with our new project, to enhance the capacity of Civil Society/Muslim progressive in preventing and responding  towards violence extremism and Foreign Terrorist Fighters (FTF), we are currently looking for professional candidates to fill in position as below:

 
Position title     : Project Admin & Procurement
Reporting Line  : Operation Manager
Duration             : 1 Nov 2016 – 30 September 2017
Work Base         : Jakarta
Roles Purpose   : Reporting to Operation Manager, Project Admin will be part of a team of long-term and short-term professionals. She/he will assist Operation Manager in office administration to support the operations of Wahid Foundation in Jakarta Office.

Specific responsibilities and tasks:

General Administrative Support
·         Receives and answers phone calls and emails.
·         Greets and assist visitors to the office.
·         Keep project agenda’s up to date, arrange meetings and appointments.
·         Drafts correspondence and prepare database tracking for in/out documents.
·         Participates/drafts/develop minute notes during office meeting and/or other meetings as required.
·         Act as translator /interpreter as required.
·         Maintains and update administrative files, organize office filling/archiving system.
·         Ensures that all administrative work is clean, secure, and well maintained.
·         Administrative support to the team.
·         Completes special projects and miscellaneous assignments as required.

 Logistics and Office Operations
·         Responsible for administration paper work with vendors or third parties including biddings, procurement processing, and Purchase Order preparation.
·         Maintains vendor database.
·         Reviews invoice from vendors related to the PO released, complete all supporting documents needed before payment processing.
·         Assists in daily office and field operations by ensuring timely provision of equipment, stationary, office supplies and other services required.
·         Maintains office inventory, conduct regular checking, coordinate maintenance and replacement when required.
·         Ensures maintenance of office, utilities and other properties, coordinate repairs and ensure arrangement for official functions.
·         Replenishment of pantry, business cards and stationary items.
·         Assists in processing company’s business license.
·         Provides support to finance unit in collecting staff’s expense report and banking services.

Event, Travel and Visa Arrangement
·         Provides logistic support for office personnel, outside consultant field trips and international visitors including making hotel reservations and arranging transport.
·         Develops and maintains list of staff travel.
·         Assists to arrange expatriate’s formal documents (e.g. visa, work permits, custom clearance, police report certificate, etc).
·         Responsible for workshop, training, or meeting arrangement and assists the official administrative duties related to the event.
·         Prepares and maintains workshop/training/meeting attendance list and other documentations.

Recruitment Support
·         Collects CVs from prospective candidates.
·         Updates and maintains candidate roster.
·         Assists with staff recruitment process, including posting job descriptions, arranging interview schedule, filling recruitment forms.
·         Develops tracking system to monitor progress status of recruitment process.

Qualifications   :
I.                    Education
Minimum of Bachelor’s Degree in Administration, Management or any other relevant disciplines  

II.                  Experience
Minimum three years of relevant experience

III.                Competencies and Skill
·         Excellent command of spoken and written English
·         Computer literacy and proficiency in the use of Microsoft Office tools
·         Strong interpersonal skills and have the ability to engage with other staffs and outside consultants, including experience in cross-cultural environment and international settings
·         Self-motivated, well organized and creative in solving problems
·         Ability to work quickly, accurately and pay attention to details


Position title     : Finance Admin
Reporting Line  : Accounting
Duration             : 1 Nov 2016 – 30 September 2017
Work Base         : Jakarta
Roles Purpose: Finance Admin will report to Accounting Team. The Finance Admin is responsible for financial administrative duties to support office operational financial duties. The Finance Admin will conduct routine financial duties, liaise with internal project team, bank, vendors, and other stakeholders. Assisting Accounting Team by carrying out  financial tasks, maintaining finance files, coordinate with program staff as required.  


Specific responsibilities and tasks:

·         Fund Management. Manage cash funds for all project, processing project fund request periodically.
·         Banking transaction. Prepare documents for payment and coordinate with corporate bank in banking related transactions.
·         Prepare voucher, and review the invoice or payment request for accuracy, allocability, allowability. Ensuring each procurement document is complete and in accordance with Project Manual, ensuring appropriate approval and backup  documentation for each voucher.
·         Tax Calculation on Vendor/Consultant Invoices. Properly calculating tax on each transaction according to relevant Indonesia Tax Law and Government regulations.
·         Processing and maintaining advances to staff, follow up outstanding advance, and review the advance settlement records and documents.
·         Petty Cash Management. Maintaining the daily record of petty cash book, payments, and preparing the reconciliation weekly and monthly
·         Bank Reconciliation. Assist in the preparation of monthly bank reconciliation, and review bank reconciliation report of Offices.
·         Enter all transaction into the accounting system; identify the proper account codes and expenditure type for each transaction.
·         Maintain Finance related Database in SANGO. Entering and updating finance related information in SANGO.
·         Maintaining VAT Exemption request. Prepare the documents and coordinate with institutions related to VAT exemption process for vendor invoices.
·         Development of Activity Budget. Coordinate with Accounting team to develop activity budget  (workshop, trainings, or events).
·         Assisting Accounting team to conduct the assigned financial tasks, coordinate with regional staffs on financial matters, advising appropriately on matters requiring their attention.
·         Document Filing. Maintaining orderly filing system of all financial documents and reports.

Qualifications   :
I.                    Education
Bachelor’s degree in accounting, finance, business administration and similar degree

II.                  Experience
A minimum of 2 years of progressively responsible experience in an accounting related field.

III.                Competencies and Skill
·                     Excellent proficiency with knowledge of Microsoft Office (mainly in excel); familiar with financial software
·                     Strong organizational skill with a willingness to take initiative and be proactive, possesses problem solving and time management skills.
·                     Demonstrate careful attention to detail.
·                     Demonstrate ability to handle a heavy workload and changing priorities and tasks under strict deadlines.
·                     Excellent communications and personal management skills, ability to relate to people at all levels of an organization with different multi-cultural backgrounds.
·                     Strong interest and ability to work effectively in a team environment.
·                     Fluency in English is required

Position title     : Accounting Officer
Reporting Line  : Operation Manager
Duration             : 1 Nov 2016 – 30 September 2017
Work Base         : Jakarta
Roles Purpose : Responsible for providing assistance to Operation Manager in financial and accounting process, e.g. prepare Monthly & Annual Financial Reports; ensure all financial reports in line with Indonesian Financial Accounting Standards (IFAS), Generally Accepted Accounting Principle (GAAP), Wahid Foundation financial policies and procedures, donor requirements, partner requirements, and all other applicable laws, rules and guidelines; ensure tax compliance; assist the audit (local & international); and including budgeting, tax report, asset management, etc.

Specific responsibilities and tasks:

·         General accounting tasks, including reconciling and maintaining balance sheet accounts and general ledger operations, preparing journal entries, preparing monthly closing and financial reports, preparing account/bank reconciliations
·         Enters all financial transactions in the accounting system in accordance with the accounting standards
·         Ensure timely and accurate monthly and year end closure of accounts, including bank reconciliation,
·         Ensure account receivables and payables activities are performed accurately and timely
·         Maintains supporting documentation for all transaction
·         Ensure availability of transaction document such as invoice, assignment letter, accounting forms, etc
·         Make good documentation of finance documents, including copy, scan and filing system regularly
·         Prepare tax report and tax payment accurately, in timely manner and in accordance with tax regulations.
·         Maintain the fixed asset (list/register) and depreciation schedules
·         Assist on regular check physically for updating asset list
·         In-coordination with Finance Admin  for monitoring advance request, daily cash position and petty cash transaction
·         Assist on annual budget process
·         Preparation and coordination of audit process.
·         Other finance & accounting responsible as per requested by supervisor

Qualifications   :
I.                    Education
Bachelor Degree in Accounting

II.                  Experience
At least 3 years experiences in similar position in NGO or private of development. Combination of commercial and not-for-profit financial accounting experience highly preferred

III.                Competencies and Skill
·         Knowledge of Indonesian Financial Accounting Standards (IFAS), Generally Accepted Accounting Principle (GAAP), and Tax
·         Good knowledge in preparation and calculation of Taxes
·         Fluency in English, written and oral
·         Strong computer skills in Microsoft office, especially MS Excel & MS Word
·         Good knowledge and familiar with accounting software; SANGO Accounting Software highly preferred
·         Ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline
·         Good analytical skills & excellent personal and interpersonal skills, honesty, good self-confidence, independence and consistence
·         Ability to perform to a high level under limited supervision
·         Accuracy, attention to detail and number
·         Could work well under pressure and independently in a fast-paced and dynamic environment
·         Fast learner and ability to work independently and in a team
·         Previous audit experience from reputable audit firm(s);
·         Brevet A and Brevet B certified 


If you are qualified, please send your CV to hr@wahidinstitute.org and cc to bestson@wahidinstitute.org
Only shortlisted candidate will be contacted.

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