VACANCY: Head of Finance and Administration

VACANCY: Head of Finance and Administration
Reporting to: Director


IIEF (The Indonesian International Education Foundation) is an Indonesian not-for-profit organization in scholarship management and international education which is managing numerous programs on various scales and values from major international donor and funding organizations. IIEF (http://www.iief.or.id) is a local partner organization of the Institute of International Education (IIE), one of the world’s largest and most experienced international education and professional exchange organizations based in New York (http://www.iie.org) .



Position Summary
The Head of Finance and Administration (HFA) is a part of the organization’s upper-level management reporting directly to IIEF Director. The HFA is responsible for planning, directing and supervising the overall financial and administrative functions of IIEF, including Finance and Accounting, Internal Control, Grant and Contract Management, Administrative Services, and Human Resources. The position will also monitor the organization’s financial health and provide strategic planning in the development of current and long-term organizational goals and objectives, as well as policies and procedures for IIEF operations, to improve the organization’s efficiency and effectiveness in performing IIEF activities and achieving our mission.

Areas of program responsibility include, but not limited to, accounting, budgeting, financial analysis and reporting, cash-flow management, invoicing system, grant and contract management, payroll, asset management, procurements, tax issues, audit, information systems, and basic HR-related aspects.

The position will require intense communication with various stakeholders, including with the partner offices in the United States (mainly NY and Washington DC).


He/she will have the following responsibilities:

Accounting and Finance
• Ensure that the accounting system is kept up to date and provides the basis for an efficient financial reporting systems for both internal and external users, in compliance with Indonesian GAAP, financial policies and procedures, requirements of donors (mainly USAID), and all other applicable laws, rules and guidelines including budgeting, cash management, cash flow management, payroll, tax issues, variance and accounts analysis
• Supervise the preparation and maintenance of a variety of financial records and reports, including those related to the general ledger, accounts payable, accounts receivable, inventories, fixed assets; ensures the purchasing of materials, supplies and equipment are conducted in accordance with all applicable policies and procedures
• Oversee all the preparation process and ensure timely and quality financial reports – including Monthly/Quarterly/Midyear reports and Annual Financial Statements, as well as financial reports to donors and stakeholders
• Maintain an adequate internal control environment by reviewing and improving existing financial controls
• Review all month-end closing activities including general ledger maintenance, balance sheet reconciliations and organization’s overhead cost allocation
• Take a leading role in preparing and monitoring overall annual and mid-year budgeting process, as well as budget analysis and assumption as part of the new proposal development
• Lead and supervise the preparation and support of external audits
• Mentor and develop the Finance and Admin team, including supervising work allocation, training, and problem solution

Administration:
• Establish and supervise the implementation of office administration, operations and logistics procedures in line with organizational requirements and all other applicable laws, rules and guidelines.
• Ensure that procurement and administration policies and procedures are adhered to and are compatible with donor criteria and all other applicable laws, rules and guidelines.
• Ensure all registration requirements are maintained current at all times based on the applicable laws.
• Ensure the proper function of IT to ensure the infrastructure needs of the office are met including IT routine maintenance, security over IT, office file management, etc.

HR:
• Oversee all aspects of human resource management for all employees including but not limited to recruitment, induction, development and termination, in consultation with relevant organs of IIEF, performance management, facilitating the process of setting benefit and compensation packages, and working with employees’ supervisors implement IIEF policies in accordance with relevant Employment law requirements
• Ensure all the employees’ timekeeping practices are timely recorded and in compliance with IIEF policies and procedures, and all other applicable laws, rules and guidelines.


Requirements:
• Minimum of an advanced degree in finance, accounting or a relevant field. A professional accounting qualification (such as CPA) preferred
• Strong hold financial management skills: ideally has worked in a mid-level to senior management role for at least 8 years of progressive financial management experience in a medium to large organization dealing with multi donors
• Proven expertise in finance, accounting and auditing, as well as grant management, including financial planning, monitoring of grant compliance and management and establishment of internal controls
• Solid familiarity and experience with not-for-profit fund accounting including knowledge of rules and regulations governing the compliance/regulatory management of grants is required. Deep understanding of USAID rules and regulations and working knowledge of OMB Circulars.
• Demonstrated experience and understanding of Generally Accepted Accounting Principles, financial reporting, accounting systems, budget development and administration is required
• Knowledge in accounting software especially in SUN System
• Strong strategic planning and leadership skills
• Effective verbal and written communication, analytical, organizational and prioritization skills
• Proven ability to successfully communicate project purposes, goals and objectives and initiate and maintain positive relationships with field staff, program staff and donor agencies is necessary.
• Must have excellent fluency in English, in both oral and writing.
• Overseas travels may be required on occasional basis.

Send your resume to: recruitment@iief.or.id before 31 January 2013 stating the position applied.
(No inquiries)

Job Email id:     recruitment(at)iief.or.id