Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child but this is often suppressed by poverty, violence, exclusion and discrimination, and its girls who are most affected. Working together with children, young people, our supporters, and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood and we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national, and global levels using our reach, experience, and knowledge. We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
Yayasan Plan International Indonesia is presently implementing it’s Country Strategy 4 (CS 4) covering the fiscal year 2017 to 2022, where the country’s 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”. 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, especially 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.
- Ensure that all financial files and transaction supporting documents are kept properly in a professional filling system and office correspondences are dealt with on time.
- Regularly check sequential integrity and properly file finance documents.
- Properly file financial documents of partner financial documents.
- File financial documents for both hardcopy and soft copy after stamping YPII paid stamp sequentially.
- Manages own time to achieve departmental objectives.
- Provide support function to all projects to find and that are audited by the internal and external auditors.
Documentation and Archives
- Operate filing, storage, and retrieval systems for all financial documents including their supporting documents of YPII both hard and soft copy.
- Scanning finance documents ensures using each activities compliance checklist for documents completeness before the package is scanned and archived.
- Maintain and update active finance files according to YPII systems and donor requirements.
- Maintain a separate file for payroll and other tax documents to provide evidence of our compliance with tax and other legislative requirements within the Country.
- Ensure accurate and timely follow-up of printing and distribution of pre-numbered financial documents.
- Upon receiving an authorized request, presents the required documents/vouchers to Finance and Other Departments on time and ensure that they are returned to their original storage location at a predetermined time.
- Manage logbook for incoming and outgoing documents and their details (i.e. who is borrowing, time and date, and expected the document will be returned back)
- Review and receive all Field office financial and project documents; properly and systematically label them and store them safely.
- Comply with all documentation policies, standards, and processes of YPII and its grant donors.
- Where necessary photocopy documents to be sent to Regional Office and GH or any other body requiring them.
Audit Facilitation
- Facilitate internal and external audits and other checking through timely retrieval and presentation of financial documents
- Support Finance in scanning documents and submission to auditors in clearing and closing audit queries
Other Tasks:
- Perform any other financial tasks as assigned by the supervisor or delegate.
- Responsible for putting Paid stamps on financial documents and filing them sequentially.
- Ensure that all files are kept properly in a professional filling system and office correspondences are dealt with on time.
- Work with other depts. such as IT, Logistic Procurement to ensure the archiving process is smooth without any major hiccup.
Internal Relationship
- Finance Controller: direct supervisor,
- Grants
Accountant & Finance Coordinator: coordination and collaboration on
finance documents related with grants and project finance.
- Compliance & Risks Manager: compliance finance document
- IT Manager: on online storage technical and accessibly
- Risk and Compliance Manager: on supporting documents that needed by auditors
External Relationship
- NOs and Auditor: EVR and grants and statutory audit.
- Partners: Coordination on sub-grant project implementation, reporting and compliance
Internal Relationship
- Finance Controller: direct supervisor,
- Grants Accountant & Finance Coordinator: coordination and collaboration on finance documents related with grants and project finance.
- Compliance & Risks Manager: compliance finance document
- IT Manager: on online storage technical and accessibly
- Risk and Compliance Manager: on supporting documents that needed by auditors
External Relationship
- NOs and Auditor: EVR and grants and statutory audit.
- Partners: Coordination on sub-grant project implementation, reporting and compliance
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
- Diploma or Bachelor’s in Business Administration or similar fields.
- Hold experience in archiving and filling management with national/international organizations.
- Working knowledge of English speaking and written skills.
- Computer software skills, including advanced Excel and other accounting packages.
Desirable
- Good training and coaching abilities
- Strong analytical thinking
- Communication skills, appropriate to the audience
- Problem solving
- Ability to work in a multidisciplinary and multicultural environment
- Strong team-building and motivational skills
We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.
We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.
We work well together
We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.
We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy.
As an international child centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
Yayasan Plan International Indonesia believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.
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