Yayasan
Plan International Indonesia is presently implementing its country strategic 4
(CS 4) covering fiscal year 2017
to 2022,
where the country objective has been defined as “to identify and facilitate the removal of obstacles that prevent
children from enjoying their rights and participating fully in Indonesian
society”. The organisation’s
purpose is to “strive for a just world that advances children’s rights and
equality for girls”. This goal will be achieved by providing technical
support and implementing quality programs and projects through partnership. An
effective and efficient communications strategy is a must for Plan Indonesia to
share the outcomes of these projects to influence different actors, specially
state authorities and to position Plan’s profile within and outside at
different levels – starting from community, sub district,
district to national,
regional and international levels.
Yayasan
Plan International Indonesia country office invites 2 highly competent, experienced and committed
professionals to fill the following position:
Program Admin Finance Coordinator
Responsibilities:
Key End Result 1 General Management
Assist Program Manager in the
management of Project finance and administration in day to day basis.
Liaise with other PNGOs, agencies and third parties in the Field in
relation to financial and administration activities as deemed necessary. Maintain
Human Resources administration in program including keep record of personnel
file and leave record and manage recruitment of consultant, facilitators, and
contractor. Overall supervision of finance and operations unit in the Field.
Key End Result 2. Planning, Budgeting, and Monitoring Create
project budgets in SAP, prepare budget revisions if required, and financial
closure of a project. Work with Program Manager,
Grants Accountant and appropriate Country Office staff in the development of
forecast and budget revisions for projects. Prepare monthly budget verse actual
report, in donor currency, for assigned projects and highlight variances to
respective budget holders and ensure corrective action is taken.
Prepare accurate financial reports and full cost recovery on all grants
including maintaining timesheets. Support the preparation and
update of project work plans, budgets and briefs and other documents as
necessary. Monitor budget expenditures and maintain proper
record of approved project budgets and their revisions.
Control advance liquidity of Partners and ensuring that daily
accounting activities such as invoice payment processes including the
maintenance of subsidiary ledgers for advances, deposit, installment payments
and withholding tax is in accordance with Plan’s financial and accounting
system. Coordinate financial support to the partners in
preparing financial reports. Act as a liaison for
financial management and system development in consultation with PM.
Key End Result 3 Financial
Management Process
and facilitates all payments or fund transfers. Ensure that expenditures are authorized and approved, and
supported by adequate documentation. Ensure
that PII funds are utilized and accounted for based on generally accepted
accounting principles and Plan International Indonesia standards. Ensure that transactions are
properly coded, and if applicable, expense allocations are properly made. Keeps custody of the petty cash
fund, prepares petty cash fund replenishments. Checks payment requests against approved budget lines. Follows-up
acquittal or liquidation of advances and ensures no advances are given unless
the previous advance is acquitted/ liquidated. Maintain the internal expenditure control system that ensures
that vouchers processed are matched and completed, transactions are correctly
recorded and posted in SAP. Monitor
transactions with Partners and ensure it is comply with PII rules and
regulations. Undertake basic
financial analysis (i.e. budget variance) to support project information needs. Ensure that accounting records are
properly maintained and documents are properly filed
Key End Result 4 Administrative and Logistics Management Create
requisitions in SAP for the project, register of good receipt in SAP. Make budget checks for requisitions,
POs and vouchers. Prepare of POs and non POs voucher, and journal correction in
SAP. Consolidate procurement plan,
monitor, and coordinate with PM for purchasing relevant materials in timely
manner. Support the project in the
procurement process including preparation of RFPs, TORs, receipts of
quotations, bids for proposal and their preliminary evaluation. Assist Project Implementation Area
(PIA) in procurement process and other administration and logistic activities
as deemed necessary. Oversees and administers the
day-today activities of the office; follow the policies, procedures, and
systems of PII which ensure productive and efficient office operation. Organize
and facilitates meeting, conferences and other special event; coordinate and
attends meeting, and participates in discussion as appropriate. Assists project
managers/coordinators in preparing letters, contract, agreement and other
document as needed by the project based on PII policies. Ensures that PII
and donor procurement policies are implemented in the field. Maintain
assets list under custody of Project staffs and prepare quarterly report to be
submitted to Procurement and Logistics Officer of CO PII. Maintain an up-to-date list of inventory of
the project and support annual physical verification by checking the accuracy
of records and location of property. Coordinates with the Country Office
the project office’s needs, and any issues and actions involving HR, Admin and
logistics.
Key End Result 5
Audit Project Management Provide financial data during the
field work done by internal and external auditor for project under project/
program. Maintenance of audit action list responses and tracking of follow up
actions from Finance and Admin audits.
Key End Result 6
Others Together
with CO Admin staff, conducts assets inventory and physical count. Participates
in project staff meetings. Perform
miscellaneous job-related duties as assigned
Requirements:
Bachelor’s
degree in finance administration or accounting, or equivalent business. 2-3
years experienced in finance and administration. Skill in budget preparation,
implementation, tracking and analysis, and reporting. Ability to gather data,
compile information, and prepare reports. Records maintenance skills. Knowledge
of general accounting principles. Knowledge of administrative policies and
procedures as applied to public institutions. Excellent
written and verbal communication skills, including public speaking, policy
development and fluent written/spoken English.
All applications will be treated in confidence. Only
short-listed candidates will be notified and invited for interviews. Please
submit your letter of application and detailed curriculum vitae in English by
email not later than august 22, 2017 to: HRD.Indonesia@plan- international.org
Please fill the 'subject' column of the e-mails in
this format: (The Position)–(Your Name). File attachment
not later than 1MB.Range
Salary
: IDR 5 000 000 – 10 000 000, -
Yayasan Plan International
Indonesia seeks to improve the lives of the most marginalized, particularly
girls, women, and people with disability. We encourage people form diverse
backgrounds and experiences, particularly women and people with disability to
apply
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