Vacancy Announcement: USAID TB LON Mental Health Asia-Finance Administration Officer (FAO)

 Position : Finance Administration Officer (FAO)
Division : USAID – TB LON Mental Health Asia
Reports to : Finance and Grant Coordinator
Time Commitment : Full-time
Location : Jakarta, Indonesia

Yayasan Project HOPE (YPH) manages several programs in the areas of Infection Diseases, Tuberculosis Laboratory Strengthening, Maternal Neonatal Health, COVID19 emergency response and Mental Health. It is also establishing an emergency response hub to strengthen emergency response operating systems in Indonesia and Southeast Asia.

Profile of TB-Mental Health Project
TB LON Mental Health is a three -year USAID funded project to support TB program Integration of mental health care to improve quality of TB patient care. This project is implemented by Yayasan Project HOPE (YPH) with our partners KHANA-Cambodia and ASSIST-Philippines. This program will use evidence-based mental health intervention that can be delivered at primary health care’s setting in Indonesia, Cambodia, and Philippines to improve TB outcomes.
Yayasan Project HOPE (YPH) provides equal employment to all participants and employees without regard to race, colour, religion, gender, age, disability, sexual orientation, veteran, or marital status.

Position Summary
The Finance and Administration Officer (FAO) is a full-time position to support the Finance and Grant Coordinator (FGC). This position will play a key role in supporting the successful implementation of the TB-Mental Health Project. S/he will provide financial and bookkeeping services as well as administrative support to ensure efficient management of the operational aspects of the project, and overall compliance with contractual requirements, organizations policies, USAID regulations, and the local law.

Reporting Requirement
The position is reporting to Finance and Grant Coordinator (FGC)

Responsibilities

Main responsibilities include, but are not limited to:

1. Maintain and update financial records including checking, verifying, and recording the project’s financial transactions;
2. Check, process and record all payments, administer invoices and expenses claims received, and code items to the approved budgets;
3. Ensure the M&E procedures are well-integrated with donors and adheres to organizational standards, evaluate, and recommend further improvement of the logical framework and learning journey;
4. Reconcile financial transactions and ensure that all expenditures are coded and charged correctly and code items to the approved budgets;
5. Prepare and complete the payment voucher accurately and in a timely manner;
6. Working closely with the FGC in preparing the project voucher and tax report, and any other related report as regulated by the donor;
7. Manage the project petty cash management;
8. Maintain finance tracking systems for advances, Level of Effort (LOE), charge code etc.;
9. Support project’s administrative operations, procurement, finance, and file management;
10. Maintain communication with other project team members on administrative and operational aspects of the project;
11. Make travel arrangements for domestic travel for project staff/consultants;
12. Ensure that administrative records and project personnel documentation are well- organized, maintained, and updated;
13. Ensure that all new and current staff are trained on project’s policies and administrative procedures;
14. Establish and maintain consultants, suppliers, and vendors files and account;
15. Maintain the project purchase order and service agreement system and records;
16. Establish and maintain accurate project’s equipment and/or properties file and tracking system including tagging, documenting, recording, preparing and managing the hand-over slip, status etc.;
17. Assist with the preparation for project review and/or audit;
18. Act as the point of contact for Security alerts in coordination with YPH;
19. Ensure compliance with USAID, organization, and country’s rules, regulations, and procedures;
20. Additional responsibilities will include providing hands-on assistance to ensure the smooth operations of the program implementation as directed by the supervisor;
21. Provide and manage correspondence administrative to support program activities.

Qualifications and Experience

• Relevant bachelor’s degree in finance or accounting required.
• At least 2 years of work experience with increasing responsibility in USAID- funded projects;
• Demonstrated insightful knowledge and experience with USAID compliance requirements regarding finance, procurement and audit regulations, systems, and processes;
• Knowledgeable and experienced in Indonesian tax and VAT regulations is a plus;
• Demonstrated experience in project administration;
• Demonstrated ability to be proactive in managing work priorities, juggle competing priorities and work with minimal supervision;
• Proven ability to work effectively and collaboratively with a small team;
• Attention to detail and accuracy in the work products developed and ability to meet tight deadlines;
• Sound understanding and experience in financial processing and management;
• Well-developed and effective organizational skills, including to ability to multi- task, prioritize tasks, and work in a high-pressured environment;
• Excellent skills in Microsoft Office and Accounting software such as QuickBooks, Deltek/Costpoint etc.;
• Good written and verbal communication, liaison, and interpersonal skills;
• Fluency in English and Bahasa Indonesia required.

Application Process
The closing date for application is July 30, 2023. This position is designated for Indonesian citizens only. Interested candidates shall submit their application letter and CV (as attachment) to recruitment.yph@gmail.com by quoting USAID TB LON Mental Health Asia-Finance Administration Officer (FAO) in the subject line. Only short listed candidates will be notified for interviews. Due to the immediate requirement for the position the interview shall be started as soon as suitable candidates are identified. Thank you for your interest in Yayasan Project Hope. 

Code of Conduct

It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding, and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. An obligation to report If you see, hear, or are made aware of any suggested activities.