BBC Media Action Vacant Position: Head of Finance and Administration

Job Description

Title:                          Head of Finance and Administration

Department:                        BBC Media Action

Reports To:              Country Director

Based:                                    Indonesia

Duration:                   November 2021 with possibility of extension

Context

BBC Media Action uses media and communications to help people take control of their lives and make informed decisions.  We do this through our focus on health, governance and rights, resilience and humanitarian response, partnering with civil society, local media and governments to produce creative programmes in multi-media formats which inform and engage audiences strengthen the media sector through building professional capacity and infrastructure.

Job Purpose

Reporting to the Country Director, the Head of Finance and Administration will be the focal point for accounting processes, financial controls, donor compliance for restricted funding, legal and statutory compliance for BBC Media Action's work in Indonesia. S/he will be a senior member of the Indonesia country team and will oversee the operations and logistics department, responsible for procurement, IT, transport and travel. The Head of Finance and Administration will manage the finance and operations teams and will also support the Country Director in the management of the HR function.. The role will also include the training and development of staff and partners on financial management and processes. The Head of Finance and Administration will ensure that all BBC Media Action financial transactions are compliant with the principle of value for money.

1.    Financial Management & Control

a)     Maintaining the financial integrity of the BBC Media Action Indonesia operations (based in Jakarta), and ensuring full compliance with policies & procedures, particularly around cash, advances, banking and assets.

b)     Being the primary source of expertise for BBC Media Action Indonesia staff, on financial best practice, and control and compliance issues.

c)     Safeguarding the assets of the BBC Media Action Indonesia operations, including oversight of the fixed asset register.

d)     Manage compliance to both BBC procurement policy and donor’s requirements for procurement. Support the fair selection of quality vendors and service providers, and fairness and transparency in the awarding of all contracts;

e)     Oversee the management of all BBC Media Action cash and bank accounts ensuring that reconciliations are carried out monthly and that all necessary financial controls are in place;

f)      Ensure that there is consistency in the use of Dimensions (financial system) account codes across the office and all monthly returns and to maintain the integrity of the financial information in organisational accounting software for the office, ensuring entries are correct & up-to-date;

g)     Ensure that the office submits its monthly cash-flow request to HQ on time and with all necessary supporting documentation

h)     Ensure the office submits its monthly financial return to senior management in country and project finance in head office on time and with all necessary supporting documentation; and ensure the monthly requirements are completed on time, signed off by the Country Director and submitted to head office within monthly deadlines

i)      Ensure that all projects in each project are correctly forecasted for in the corporate forecasting processes;

j)      Ensure that records of all legal documentation are securely filed and maintained with electronic copies saved in a central location.

2.    Financial Management of Projects

a)     To ensure that all projects in each project are correctly budgeted and forecasted

b)     Communicate the financial status of projects to relevant staff in country using timely and accurate financial reports.

c)     Compiling up to date Finance and Procurement handbooks.

d)     Ensuring full compliance with in-country laws and regulations including local tax laws and advising appropriate on financial and legislative changes that may affect BBC Media Action’s operations.

e)     To ensure that a record is kept of all legal contracts, MoUs and agreements in the office and that these are kept up to date and complied with.

f)      To ensure that the budgeting of all project proposals for new funding are accurately prepared, reviewed and supported;

g)     To ensure that all project financial reports are prepared, reviewed, supported and submitted in a timely manner;

h)     To ensure that project audits are arranged and carried out in line with the donor contract and notifying head office in advance of any audit samples requiring supporting documentation;

i)      To ensure that all funded projects are correctly closed down including disposal of assets, closure of bank accounts and finalisation of reports in line with donor requirements;

j)      To ensure shared costs are regularly reviewed and any gaps in funding are addressed.

k)     To ensure any unfunded costs (if any) are pre-approved by Head office.

3.    Financial Risk Assessment

a)     To keep up to date the financial risk assessments of all projects in Indonesia, ensuring that key financial risks are identified, clear recommendations are given on how to deal with areas of weaknesses identified and to ensure that the recommendations are implemented in collaboration with the country team;

b)     To support any internal and or external audit as required by corporate processes;

c)     To ensure all the legal compliance are met which includes reporting to the Company Registrar Office and receiving the annual tax clearance.

4.    Donor Compliance

a)     Being the main point of contact on financial and administrative matters with in-country donor organisations and building good working relationships with donor finance officers.

b)     Ensuring compliance with all financial reporting and forecasting requirements of donors.

c)     Providing up-to-date and accurate financial information to senior management, CD, budget holders (Project and Production Managers).

5.    Financial Training

a)     To design, develop, schedule and deliver financial training to BBC Media Action staff based in each department;

b)     To design, develop, schedule and deliver financial training to partner national society staff as required;

c)     To carry out the financial induction for new starters in each office.

6.    Operational Management

a)     To oversee the management of the procurement function including accommodation bookings, travel and equipment, both within Indonesia and internationally;

b)     To establish and oversee a compliant payroll system;

c)     To oversee the office transport requirements including the management of vehicles and booking regional flights;

d)     To oversee the office IT requirements and relevant compliance;

e)     To support the Country Director with the office HR function when required.

f)      Along with other members of the country office staff, ensure sufficient resourcing is available in the absence of Country Director.

7. Leadership, Training & Capacity Building

a)     Provide line management for Finance officer and Administration office

b)     Training and developing finance and project staff on policies, procedures and other finance issues as appropriate.

8.    Additional Responsibilities

Other financial and operational tasks as directed by the Country Director.

Essential Skills and Experience

1. Qualified accountant and/or MBA/MA degree holder preferably an accounting major with minimum of 10 years’ experience in the finance sector with at least 5 years at a senior management level.
2. Experience of working with audit firm and international donors and a working knowledge of donor compliance for major donors (eg. DFID, EU, USAID, UN).
3. Proven experience in managing all aspects of finance in a development context.
4. Excellent computer skills with experience of operating computer-based financial management systems. Competent to advance level in Microsoft Excel.
5. An excellent knowledge of the English language, including complete comprehension of written and spoken English, and the ability to communicate effectively and efficiently.
6. Experience and proven track record of developing and managing budget and the commitment to achieving the most efficient and cost-effective use of resources.
7. Experience in and proven track record to training and supporting partner organization on financial management.
8. High attention to detail and the ability to raise issues solve problems that are financial in nature.
9. Ability to guide BBC Media Action team to achieve highest standard of financial integrity and accountability.
10. Fluency in English and Bahasa Indonesia

Desirable Knowledge, Skills and Experience

·       Experience working in developing countries, particularly in Indonesia or across South East Asia

 

Competencies

The following competencies (behaviours and characteristics) have been identified as key to success in the job.. Successful candidates are expected to demonstrate these competencies.

·       Analytical Thinking: Able to simplify complex problems, process projects into component parts, explore and evaluate them systematically. Able to identify causal relationships and construct frameworks, for problem solving and/or development.

·       Strategic Thinking: Can identify a vision along with the plans that need to be implemented to meet the end goal. Evaluates situations, decisions, issues, etc. in the short, medium and longer-term.

·       Decision Making: Is ready and able to take the initiative, originate action and be responsible for the consequences of the decision made.

·       Influencing and Persuading: Ability to present sound and well-reasoned arguments to convince others. Can draw from a range of strategies to persuade people in a way that results in agreement or behaviour change.

·       Planning and Organising: Is able to think ahead in order to establish an effective and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.

·       Managing Relationships: Able to build and maintain effective working relationships with a range of people. Team working.

·       Communication: The ability to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.

·       Problem Solving: Able to simplify complex problems, processes or projects into component parts, explore and evaluate them systematically. Able to identify causal relationships, and construct frameworks, for decision making and problem-solving. Transforms proposals/ideas into practical reality.

·       Flexibility: Adapts and works effectively with a variety of situations, individuals or groups. Is able to understand and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in one’s own organisation or job requirements.

·       Resilience: Can maintain personal effectiveness by managing own emotions in the face of pressure, set backs or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.

·       Leadership – Ability to create a vision and inspire others to realise it.

·       Self-Development – able to identify and apply opportunities for learning and development