Vacancy at JSI - Finance and Administration Officer

Finance and Administration Officer

JSI Research and Training Institute (JSI) is recruiting for the position of Finance and Administration Officer. This position is based in Jakarta.

Background

The Reinvigorating Family Planning in Indonesia is a project funded by Bill and Melinda Gates Foundation (BMGF) as a part FP2020 initiatives, the project is also known as “My Choice.”  It is designed to contribute to the Government of Indonesia’s Family Planning goal to increase the nation’s modern Contraceptive Prevalence Rate (mCPR) by overcoming identified barriers and creating a consumer-driven environment where every woman can choose and have access to the right contraceptive method given her life stage.  

The project has three components that are managed by different partners in the project consortium:

1. Demand-generation initiative:  This component is  managed by JHU/CCP (Johns Hopkins Center for Communication Programs)

2. Facility readiness: This component is managed by JHPIEGO

3. Contraceptive Supply Chain Management: This component is managed by JSI Research & Training Institute, Inc. (JSI)

JSI is implementing the Contraceptive Supply Chain Management component that will support demand generation and access to FP services by ensuring the availability of a range of contraceptive methods at Districts and the network of FP Service Delivery Points (SDPs) within the selected districts. JSI works with BkkbN and its SCM stakeholders at the Provincial and District level to ensure that all SDPs at the District level maintain a required level of Contraceptive stock for  range of modern contraceptive methods. 

The Finance & Administration Officer will support the day to day operations of the JSI My Choice project office which includes 5 staff based in Jakarta and 4 provincial staff. He/She will  be responsible for all travel and meeting arrangements as well as administrative tasks associated with partners and clients, in accordance with JSI policies.  This position will report to Finance and Administration (F&A) Manager

MAIN RESPONSIBILITIES:

Finance:

• Support the F&A manager to prepare and submit field accounts to the  Home Office on a monthly basis.
• Support the F&A manager with preparation of vouchers and maintain a QuickBooks database that reflects all field office financial transactions.
• Assist F&A Manager to manage bank and office petty cash accounts. Prepare and submit payments to the F&A manager for approval.. Prepare bank and petty cash reconciliations on a monthly basis.
• Reconcile staff advance requests and expense reports.
• Provide budget support, (i.e. annual budgets, activity budgets).
• Ensure that procurement's are conducted in accordance with corporate/project rules and regulations.
• Assist  with the development of  monthly financial and other donor reports as needed.
• Develop projections and submit monthly cash flow wire requests  to the home office.
• Prepare ad-hoc financial reports and analysis as requested.
• Stay up to date with corporate/project finance and administration policies and  procedures and ensure field office is in compliance.
• Work with and support National and Provincial Program Officers with administrative and financial matters.
• Review and manage expense reports and advance requests.

Administration:

• Manage Meeting/Training arrangements (i.e. transport, agenda, food/beverage, etc.) as required.
• Maintain a comprehensive and efficient filing system and manage office supplies..
• Coordinate and schedule events, conferences, meetings, field trips, (airfare and accommodation), and other logistical and organizational needs for staff.
• Arrange and confirm meeting appointments between projects staff and relevant stakeholders (BkkbN, MOH etc).
• Handle incoming mail and other related materials.
• Manage vendor contracts and follow up with vendors as necessary.
• Arrange  translation services as requested.
• Facilitate travel arrangements  for both national and international travel i.e. air ticket and accommodation, visa processing, travel advances and travel insurance for international travel for staff, consultants and others as necessary.
• Establish and maintain proper HR and administrative filing system.
• Assist F&A Manager to ensure local tax compliance and prepare returns as needed.

QUALIFICATIONS:

• Bachelor’s degree and a minimum of 4 years of experience with office administration and financial management or accounting  experience.
• Experience with formulating budgets and tracking expenditures.
• Excellent organizational, communication, and interpersonal skills.
• Excellent Microsoft Excel and Microsoft Word skills.
• Experience with Quick Books is required.
• Work experience with donor-funded project in Indonesia is desirable.
• Ability to work independently with minimal supervision and to work effectively as a part of a team.
• Fluency in Bahasa Indonesia and proficiency in reading, written and oral English required.

Interested candidates may submit an application including CV, cover letter and three professional references to jsi.idfp@gmail.com ... Only shortlisted candidates will be contacted. Deadline for submission is June 15 2018.