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Sunday, January 22, 2017

IWDP: Finance and Administration Manager

Indonesia Inclusive Workforce Development Partnerships (IWDP) Initiative

Finance and Administration Manager
DAI works at the cutting edge of international development, combining excellence in technical and operational project management and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transitioning countries, providing comprehensive development solutions in areas including
crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control,water and natural resources management, and energy and climate change.
Background:
The Indonesia Inclusive Workforce Development Partnerships (IWDP) Initiative is a five-year, $22.8 million, USAID-funded program that will promote more inclusive economic growth by improving access to workforce and entrepreneurial skills for poor and vulnerable youth. The IWDP team will provide USAID project implementers and workforce stakeholders with technical support, connections, and platforms to help build a more robust and responsive workforce development ecosystem. In addition to management support, capacity building, and coordination, DAI’s technical assistance will include identifying, piloting, and scaling new workforce development approaches and innovations. The ultimate goal of USAID’s inclusive workforce development work is to connect 200,000 poor and vulnerable young Indonesians with learning and livelihood opportunities.
Objectives and Duties:
The Finance & Admin Manager provides day-to-day management of all aspects of IWDP operations and finances. This position will supervise all staff activities related to human resources, administration, and finance including but not limited to overseeing monthly expenses reporting, all financial reporting to the Government Authorities and payroll administration, and directly supervise the project’s Accountant, Finance Assistant, Office Manager, and Procurement Specialist. The Finance & Admin Manager may be called upon to assume main accounting responsibilities when needed or perform any other related duties as assigned. He/she will report directly to the COP.

Essential Duties
Management
  • Responsible for providing training, guidance and direction to project Accounting/Finance staff
  • Responsible for gaining comprehensive knowledge of project’s Field Operations Manual (FOM) and for identifying areas where policies, procedures and/or practices may not be fully aligned with project practice and advising project management with options and recommendations
  • Responsible for coordinating documentation requirements with various departments, i.e. procurement, grants, logistics, Human Resources, Inventory Management,
  • Technical/Delivery and other areas
  • Responsible for providing training to staff on finance procedures and documentation requirements
Financial Reporting
  • Develops and maintains reports of status of financial management activities (i.e. monthly and quarterly reporting)
  • Responsible for ensuring project assets/inventory report is balanced against the general ledger/FAS prior to submission to USAID.
  • Responsible for ensuring that any/all contractual financial reporting requirements are identified and complied in a timely and accurate manner.
  • Ensures that tax reporting procedures are well documented to facilitate preparation and submission in a timely manner
  • Reviews monthly reconciliation, advance, commitment, and grant reports as applicable
  • Develops and submits other project reports necessary and based on registration requirements to local authorities
  • Provides annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as applicable
Audit
  • Manages preparation of internal and external audits
  • Supports responses and actions to internal audit comments
  • Performs regular spot audits on project’s files.
Policies & Procedures
  • Ensures that accounting policies and practices are carried out in accordance with GAAP standards; project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations and the terms of the contract.
General Accounting/Financial Management
  • Reviews wire requests for field project implementation
  • Conducts regular cash flow analyses to ensure availability of funds and the accurate maintaining of bank balances
  • Oversees the accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments
  • Responsible for ensuring petty cash is maintained at a feasible level for operational activities and that petty cash procedures are followed
  • Ensures proper segregation of duties within the Finance/Accounting Department
  • Manages banking relationships and coordinates periodic updates for checking account signers
  • Reviews and approves bank reconciliations performed by the field accountant
  • Reviews and submits project cost data prior to sending to DAI Washington
  • Establishes guidelines for maintaining sub-grant and other partnership files and activities as applicable
  • Directs the schedule of financial activities to ensure the timely preparation of budget related reports
  • Supervises periodic cash counts
  • Ensures non-billable expenses are thoroughly reviewed and  are kept to a minimum
  • Ensures that foreign taxes paid, if any, are tracked, recorded, and reported to USAID in accordance with ADS guidelines
Travel Advances & Reimbursements
  • Maintains procedures to ensure accurate and timely payment of travel advances, reimbursements for staff and partner travel
  • Maintains procedures to ensure accurate and timely reconciliation of travel advances
  • Reviews outstanding advances and aging reports for accuracy
Payroll
  • Ensures the timely and accurate processing and review of all payroll transactions, assuring compliance with established employment agreements and modifications.
  • Approves overtime expenses (if applicable per Project Schedule of Authorities)
  • Ensures staff compliance with timekeeping policy and record keeping
  • Serves as backup for payroll processing when applicable
Financial Systems
  • Oversee and monitor use of field accounting system (FAS), cloud software for backup documentation, DAI’s project management system (TAMIS), etc.
  • Communicates with home office system support teams on system or operations troubleshooting technical issues
  • Trains finance staff in any financial system knowledge gap
  • Ensures that voucher files are scanned and uploaded to DAI’s System for the Electronic Archival of Financial Documentation
Supervisory Duties
  • Trains, supervises, and mentors employees
  • Plans, assigns, and directs work; appraises performance, addresses and resolves problems

QUALIFICATIONS:
  • B.A. Degree in Accounting, Finance, Business Administration or equivalent. Advanced degree MBA, CPA or equivalent preferred.
  • 8+ years of relevant experience and progressive responsibility in finance and accounting, office administration, project operations at the mid-level of an organization
  • Minimum 2 years’ experience managing USAID funded projects
  • Experience leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations
  • Accuracy in working with large amounts of data
  • Experience supervising staff
  • Ability to respond effectively to the most sensitive inquiries or complaints
  • Experience with enterprise accounting software, and Microsoft office suite
  • Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.)
  • Demonstrated report writing skills in English is required.
  • An articulate individual who possesses excellent communications and personnel management skills and who can relate to people at all levels of an organization
  • High ethical standards and appropriate professional image
  • An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
  • Fluency in English is required

Supervisory Responsibilities:

  • The Finance and Administration Manager will oversee the work of the Accountant, Finance Assistant, Office Manager, and Procurement Specialist.

Base of Operations:

  • Jakarta, Indonesia

Reporting:

  • The Finance and Administration Manager will report to the Chief of Party.

Application Instructions:

Interested applicants are invited to send their CV to IWDP_Recruitment@DAI.com. Please send applications as soon as possible, latest by 3 February. Applicants are instructed to write “Finance and Admin Manager Application – NAME” as the Subject line of their email. We regret that we are unable to acknowledge receipt of all applications and only shortlisted candidates will be notified. 
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