Project Finance Officer

BACKGROUND

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. In Indonesia, Plan International operates since 1969, and in 2017 Yayasan Plan International Indonesia (Plan Indonesia) was established as national entity of Plan International in Indonesia. Plan Indonesia is currently implementing its Country Strategy 4 (CS 4) covering fiscal year 2018 to 2022, where the country purpose is in line with the global Plan International’s Purpose “to advance children rights and equality for girls”. Our ambition is to enable at least 1 million girls and young women to learn (gain skills for work), lead (empower to take action on issues that matter to them), decide (have control over their own lives and bodies) and thrive (grow healthy and protected from violence). It means that we will take actions to identify and facilitate the removal of obstacles that prevent children, especially girls, and young women from enjoying their rights and participating fully in Indonesian society. This goal will be achieved by implementing quality programmes and projects as well as influencing decision makers and key stakeholders to make the required changes. From July 2022, Plan Indonesia starting to implement its country strategy 5 (CS5) that cover fiscal year 2023-2027.

Developing gender-responsive early action protocol for disasters associated with volcanic eruption through FPAR to increase advocacy and rights of older people project is built based on concerns on the lack of existing inclusive and meaningful participation of the elderly and people with disability in the humanitarian setting, especially in data collection and management, while they are the most at risk when disaster occurs. This project funded by ELRHA and will be implemented in period of April – December 2023 for Phase 3 by collaborating together, Plan, YEU and PPDK could complement our expertise and experience in innovative data collection, humanitarian response track records, and empowering the elderly and people with disability as well as other vulnerable populations. 

Plan International UK will be the lead of the project, with implementation in the project country led by YPII who will provide overall project coordination and technical support through-out project implementation. YEU will provide this support at district level in Klaten district. In providing action-oriented recommendations, Plan will also be responsible for financial and compliance management for the project including reporting functions, managing the data dashboard, data processing, and data security. In addition, Plan will also ensure the meaningful participation of the target population including that of children/young people with disability with support from PPDK. Advocacy to ensure the involvement of government stakeholders at the district level will be carried out by PPDK with support from YEU. YEU will also liaise with other OPD and OPA networks in Klaten and mobilise community volunteers in the project location area.

ROLE PURPOSE

Project Finance Officer’s role is to provide timely, accurate financial information and ensure Grants expenditures are in line with FAD/donor requirements. The role’s support is to the Humanitarian and resilient Programs.

DIMENSIONS OF THE ROLE

• Report to the Senior Finance Coordinator HRP.
• Provide support services to project team in finance and administration tasks in day-to-day basis.  
• Technically coordinate the work of financial management for the project partners and provide technical advices for financial management related issues facing project finance personnel.
• Abide by the Humanitarian Ethics and principles, including Core Humanitarian Standards, Do No Harm, and Code of Conduct, and committed to comply with Plan International’s Global Policy on Safeguarding Children and Young People.

ACCOUNTABILITIES

Financial Management

• Process and facilitates all payments or fund transfers for the project.
• Ensure that expenditures are authorized, approved, and supported by adequate documentation.
• Ensure that YPII funds are utilized and accounted for based on generally accepted accounting principles and YPII standards.
• Ensure that transactions are properly coded, and if applicable, expense allocations are properly made.
• Review and checks accuracy of payment requests against approved budget lines and docs completeness. 
• Follows-up acquittal or liquidation of advances and ensures no advances are given unless the previous advance is acquitted/ liquidated.
• Undertake basic financial analysis (i.e. budget variance) to support project information needs.
• Work with Program Manager, Grants Accountant and appropriate CO staff and/relevant field staff in the development of forecast for projects.
• Ensure proper filing (electronic and hard copy) of grants financial reports are kept secure in field office and CO.

Partner Management

• Coordinate financial support to the partners in preparing financial reports.
• 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, instalment payments and withholding tax is in accordance with YPII’s financial and accounting system.
• File all partnership agreements/MOUs, reports and correspondence for the project/contract in soft and hard copy.
• Prepares regular forecasts of project budget utilization, and monitors the resource allocation and spending of the respective implementing partners.
• Financial monitoring as well as track Partners’ compliance requirement.
• Produces monthly financial report of partners’, which comprises of spend and fund transfer status, and discusses the same with budget holders to take corrective action if needed.
• Undertake timely partnership financial monitoring visit together with program staff and report on findings.

Administration

• Make budget checks for requisitions, POs and vouchers.
• Ensures that YPII and donor procurement policies are implemented. .
• Maintain assets list under custody of YEE Program/Project staffs and prepare asset quarterly report as part of donor’s report.
• 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 PSO or Country Office the project office’s needs, and any issues and actions involving HR, Admin and logistics.

Other Tasks:

• Ensure appropriate financial controls processes, procedures and systems are in place and adhered to YPII, GOI and Donors regulation.
• Provide financial data during the fieldwork done by internal and external auditor for project under YEE Project.
• Maintenance of audit action list responses and tracking of follow up actions from Finance and Admin audits.
• Perform other related duties as requested by the supervisor or Program Manager.

KEY RELATIONSHIPS

Internal relationship

1. Finance Coordinator: direct supervisor, coordination and collaboration on payment, forecasting, donor’s compliance, audit and capacity building.
2. Senior Grants Accountant: coordination and collaboration on donor’s compliance, donor’s report, and audit.  
3. Program/Project Manager: dotted line structure, coordination, and collaboration on project implementation, project budgeting, KPI standard, reporting, donor’s compliance and audit.
4. L&P staffs: coordination and collaboration on project implementation relating with procurement and logistics sector.

External relationship

1. National Offices (Nos): Coordination on project implementation, monitoring and evaluation, reporting, compliance and audit.
2. Donors: Coordination on project implementation, monitoring and evaluation, donor requirement and audit.
3. Partners: Coordination on sub-grant project implementation, reporting and compliance.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

• Bachelor’s in Accounting, Business Administration, Commerce or Finance,
• At least 3 years relevant post qualification preferably in international organizations, INGOs and/or bilateral organisations.
• Working knowledge of English speaking and written skills.
• Computer software skills, including advanced Excel and other accounting packages.
• Experience managing Donor funds, i.e. KOICA, EU, USAID, AUSAID, SIDA, Irish Aid, and UN Agencies would be preferable.
• Experience in capacity development assistance to non-finance staff or sub grantees.
• SAP or ERP Microsoft 365 experience would be preferable. 

Desirable

• Good training and coaching abilities
• 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

YPII InDOnesia's Values in Practice: LeT'S ACT

Lasting impact

We strive to achieve a significant and sustainable impact on the lives of children and young people, especially children and young women from marginalized groups.

Equal, inclusive, empowering

We respect all people, value differences, and promote equality across our programs and workplaces.

Transparent & accountable

We create a working climate and partnership that is trusting, honest, transparent, and accountable for the decisions we make and the impact our work has on our stakeholders

Smart & lifelong learning

Every time, there are new things that we can learn, so we are eager to seek knowledge that is beneficial for ourselves and the organization.

Adaptive & innovative

We are aware that existing problems and future challenges cannot always be solved with a conventional mindset, so we are constantly innovating in search of breakthroughs.

Collaborative

We collaborate with various parties, both internally and externally, based on good faith and the principles of partnership that apply in the organization to achieve common goals.

Taking Measured-Risk

We realize that risk is part of decision-making, so being brave to take measured risks is the key for us to keep moving forward to be superior and at the forefront.

Physical Environment

Typical office environment in Jakarta, with frequent travel to project locations.

Level of contact with children

Mid contact: regular interaction with young people (age from 18 – 29)

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application by click Project Finance Officer not later than May 30th 2023.

Project Finance Officer Project Finance Officer

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 (PSHEA).

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 . We strive to create a workplace environment that ensures every team in every office and 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.