JOB POSTING
ADMINISTRATIVE AND FINANCIAL OFFICER
GAC-funded FIELD SUPPORT SERVICES PROJECT (FSSP)
1. Summary of the Project
Field Support Services Project (FSSP) Indonesia is a five-year project funded by Global Affairs Canada (GAC) and managed by Cowater International. FSSP provides administrative, financial, procurement, and logistical services, as well as support to the in-country development programming for the Government of Canada through the provision of technical specialists in gender equality, governance and human rights, and environment and climate action and assisting GAC in procuring and managing local development initiatives. These programs take place in Indonesia and the ASEAN regions.
2. Background
Canada’s bilateral development assistance program supports the Government of Indonesia’s reform agenda for inclusive economic growth and is aligned with the Feminist International Assistance Policy’s core action areas of: gender equality and the empowerment of women and girls (through an initiative in sexual and re-productive health and rights of women and adolescents, and a planned Women’s Voice and Leadership initiative); growth that works for everyone, is environmentally-sustainable, low carbon, and resilient to climate change (through initiatives that support women-led enterprises and agribusinesses, infrastructure and skills development, and sustainable natural resource management); and, inclusive governance (through initiatives that promote rights holders’ and women’s agency in democratic processes, and accountable public financial management for improved public services to the poorest and most vulnerable).
In Southeast Asia, Canada is supporting the ASEAN region in promoting growth that works for everyone (through initiatives that support small and medium-sized enterprises, scholarships and student exchanges); inclusive governance (including initiatives that promote and protect the human rights for women and marginalized or vulnerable groups, including migrant workers and ethnic minorities); and human dignity (including initiatives that strengthen gender responsive, inclusive disaster risk management by ASEAN).
To ensure the effectiveness, efficiency, quality and relevance of Canada’s international assistance in responding to Indonesia and the ASEAN region’s development challenges, needs and priorities, as well as, full alignment with the Feminist International Assistance Policy, Canada’s bilateral development program in Indonesia and regional development program in the ASEAN region require Field Support Services (FSS) to provide required technical, administrative, financial and logistical support services with language capacity and local networks in the ASEAN region. Having this technical expertise will help advance the sound planning and monitoring of development initiatives, support local research, policy dialogue and knowledge-building and the sharing of best practices, as well as, provide communication, procurement and logistical support.
The FSSP will be instrumental in enabling GAC to deliver on its commitments and expected outcomes of the Indonesia bilateral development program and the ASEAN regional development program. It will provide specialized knowledge and expertise of Indonesia and the ASEAN region, which will broaden GAC's understanding of local development issues. It will provide administrative and logistical services in support of program delivery and oversight. Through procurement of technical specialists, it will facilitate delivery of a range of technical services including strategic, technical analysis and advice in line with Canada's development priority themes, sectors and initiatives, including cross-cutting issues; knowledge-sharing; monitoring of investments, including results reporting, capturing lessons learned and risk assessment; and support for emerging priorities.
3. Objectives
Based in Jakarta and under the general supervision of the FSS Project Manager, the Administrative and Financial Officer is responsible for delivery of administrative and financial services provided by the FSSP and provides specific support to the Project Manager and the Project Coordinator.
Specifically, the Administrative & Finance Officer will be responsible for providing administrative, coordination and financial management support.
4. Description of Services
Working on a day-to-day basis under the direction of the FSS Project Manager, the expected services of the Administrative and Financial Officer will include, but not be limited to:
a. Ensuring proper maintenance of the record keeping and filing system of the FSSP.
b. Providing advice on obtaining permanent accommodation, utilities, security, permits, and other official documents.
c. If required, facilitating or advising on local government documentation requirements, visa and work permit processes, and other related services such as arranging for security and accommodation.
d. Administering and monitoring the financial system in order to ensure that the project finances are maintained in an accurate and timely manner.
e. Maintaining the accounts payable and accounts receivable systems in order to ensure complete and accurate records of project funds.
f. Administering timely payments to suppliers, contractors and Technical Specialists.
g. Administering payments under the local development initiatives.
h. Tracking and monitoring project expenses.
i. Preparing Financial and Procurement Reports.
j. Preparing budgets and reviewing Financial Reports.
k. Developing and managing the reporting and invoicing for services rendered.
l. Developing and maintaining knowledge of GAC financial policies and regulations.
m. Providing financial advice related to local laws and regulations, banking institutions, the reasonableness of estimated expenses for products or services in the Recipient Country to support compliance with GAC financial policies and regulations.
n. Accounting and financial reconciliation services.
o. Ensure the administration of the roster of Technical Specialists.
p. Support administration of contracts coordinated by the Project Manager.
q. Support for the processing of FSSP personnel files.
r. Support procurement actions.
s. Manage accommodation reservations, rooms reservation and other needs for the projects of the programme.
t. Maintain an information management system for all electronic and paper information of the FSSP.
u. Assist with travel and logistical arrangements for Technical Specialists and other beneficiaries.
v. Managing the process of providing administrative services, including but not limited to document production and binding, translation and interpretation services.
w. Managing the process of providing logistical services such as arranging vehicle rental, travel arrangements, event and mission planning and management, etc., as required, and,
x. Provide any other related services, as required.
5. Qualifications
FSSP requires the services of an Administrative and Financial Officer with specific expertise which includes:
Knowledge:
- Good knowledge of generally accepted accounting practices, financial reporting standards, financial management processes and procedures.
- Knowledge and understanding of the operational frameworks of GAC and/ or other comparable international organizations, and ability to effectively use and apply the relevant operational rules and procedures.
Abilities:
- Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
- Able to work independently and on a team.
- Ability to meet deadlines with strong attention to consistency, detail, and quality.
Required skills and experience:
The Administrative and Financial Officer is expected to possess skills and experience in the following areas:
- Demonstrated relevant experience providing the following services:
i. Financial management (i.e. budgeting, processing data for decision making, budget allocations, use of accounting software, reporting).
ii. Management of monitoring and internal control of expenses (i.e. Maintenance of project financial records in accordance with recognized standards, monitoring systems and internal financial controls, audit financial reports).
iii. Grant management (i.e. reviewing proposals, shortlisting, conducting due diligence, reviewing sub-grantee financial reports, etc.), and
iv. Providing strategic financial advice.
- Minimum 5 years of relevant work experience in a comparable international organization as Administrative and Financial Officer in performing tasks which include, but not limited to procurement of goods and services, human resource support, event organization, travel organization, asset management, document and information management.
- Experience with Quickbooks accounting system would be an advantage.
- Requisite skills in the usage of software packages (Office, Word, Excel, PowerPoint, Outlook, etc.) and handling of web-based management systems (Share Point, Microsoft team, etc.).
- Excellent skills in spoken and written English.
6. Working Arrangements
The Administrative and Financial Officer will work from his/her home base with virtual/non virtual meetings with FSSP and GAC colleagues. Working over the weekend or after regular office hours may be required. The Administrative and Financial Officer will report to FSS Project Manager in Jakarta and working closely with the Finance Officer at Cowater Headquarter.
7. Duration of the Contract
The Administrative and Financial Officer is expected to start on 1 May 2023 until 30 September 2024. Payments will be processed monthly upon the presentation of a timesheet and invoice detailing the level of efforts for each deliverable.
How to apply:
Interested individual must include the following documents when submitting the applications to admin@fssproject.com latest by 31 March 2023:
1. CV indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.
2. Brief statement as to why the individual considers him/herself as the most suitable for the assignment.
Qualified women are encouraged to apply.
Due to the large number of applications we receive, we are able to inform only the successful candidate(s) about the outcome or status of the selection process.
ABOUT US
With more than 34 years’ experience, Cowater International is Canada’s global leader in management consulting services specializing in international development and has managed the implementation of over 800 projects in more than 80 countries around the globe. We work with governments, partner organizations, communities and civil society to design and implement sustainable solutions that generate lasting social, financial and environmental impacts. Our adaptive approach to management has led to our award-winning work and recognition as one of Canada’s Best Managed Companies in 2017 and 2018. Headquartered in Ottawa, Canada, Cowater International also has corporate offices in Montreal, Quebec, Paris, France, Pretoria, South Africa, and London, United Kingdom, Nairobi, Kenya in addition to project offices in a wide variety of other locations across Sub-Saharan Africa and Asia.
We thank you for your interest in building a better tomorrow with Cowater International.
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