PROJECT
DESCRIPTION:
FHI 360 is a nonprofit human development organization
dedicated to improving lives in lasting ways by advancing integrated, locally
driven solutions. Our staff includes experts in Health, Education, Nutrition,
Environment, Economic Development, Civil Society, Gender, Youth, Research and
Technology; creating a unique mix of capabilities to address today's
interrelated development challenges. FHI 360 serves more than 60 countries, all
50 U.S. states and all U.S. territories. We are currently seeking qualified
candidates for the position of: Finance and Operations Officer, Challenge TB
based in Papua, Indonesia.
Challenge TB
is USAID’s flagship global mechanism for implementing tuberculosis and TB/HIV
activities. In Indonesia, the Challenge
TB project will contribute to ending the tuberculosis epidemic through:
·
Improved
access to quality patient-centered care for TB, HIV/TB, and MDR-TB services
·
Prevention of
transmission and disease progression
·
Strengthened
TB platforms to ensure the necessary enabling environment
Challenge TB
is led by the KNCV Tuberculosis Foundation, and is supported by in-country
partners FHI 360 and the World Health Organization.
JOB SUMMARY/DESCRIPTION:
The Challenge TB Finance & Operations Officer, Papua will provide support and assistance to the
Papua technical team on project management and implementation
activities in the Papua Provincial
Office. S/he will
coordinate with the FHI 360 Country Office to provide critical operations
support to the CTB team in Papua. S/he
will be responsible for travel and logistics arrangements, and visitor liaison
functions. S/he will ensure that all
office functions - including financial transactions, banking transfers and
payments are handled efficiently and on time.
The position will be based in Papua, Indonesia. Indonesian nationals are
encouraged to apply.
Suitably qualified candidates openly living with HIV and/or who are
representative of the key populations affected by HIV are also actively
encouraged to apply.
DUTIES AND RESPONSIBILITIES
Operational Duties:
·
Provide support to the technical and program
staff/team including secretarial duties,
such as word processing, filing, scheduling and confirmation of appointments etc. Develop and maintain a comprehensive electronic and
paper filing system
for the Papua Provincial Office.
·
Assist with the planning, logistics and management of meetings, workshops and trainings and be responsible for taking and disseminating the minutes of meetings.
·
Set
up, maintain and update the filing system to include project documents including work plans, project reports, financial
reports submitted to the Jakarta office, project updates
and other project -
related documents.
·
Maintain and distribute project
materials as appropriate or as directed by senior project staff.
·
Assist technical team members with the preparation of
routine and ad hoc project reports,
such as weekly updates, annual work plans, etc.
·
Responsible for coordinating travel authorization (TA) and travel expense reports (TER) of
staff and coordinate with Challenge TB Country Office finance
staff to ensure timely submission of
the
TAs and TERs.
Make staff travel arrangements e.g. hotel bookings,
ticketing,
travel insurance etc.
·
Serve as point of contact for all logistical and
administrative needs for the Papua office.
·
Oversee the Papua office general maintenance and ensure the office space
premises are clean and safe.
Financial
Duties:
·
Maintain
the
Papua Provincial Office petty cash and record
daily expenditures,
including verification of invoices and supporting documents prior to making
payment and filing.
·
Prepare the monthly financial reports for submission to
the CTB Country Office
in Jakarta and ensure proper
receipts and backup documentation are in place.
·
Review local office financial reports for month end
closings, including but not limited to, bank and petty cash accounts
reconciliations, travel reconciliations, and travel advances.
·
Maintain financial filing system in accordance with FHI
360 Indonesia policies.
·
Develop, maintain and update an accurate inventory
list of all CTB Provincial Office property.
·
Conduct
annual inventory review
and prepare annual inventory report for submission to the CTB
Country Office in Jakarta.
·
Ensure sure that all borrowed equipment has
been recorded as checked out, and returned timely after use by staff and/or
consultants.
·
Manage the procurement process and inventory of office supplies,
computer peripherals, software, furniture, publications, subscriptions,
and equipment in accordance with FHI 360 and USAID regulations. Work with FHI
360’s Jakarta office and Regional Office to request appropriate approvals for
all procurements.
·
In
cooperation with relevant program staff, prepare budget projections and
requests for funding reports for submission to Finance Officer in Jakarta.
·
Recommend appropriate purchasing approaches and strategies
to reduce cost where appropriate.
·
Perform other duties
as assigned.
QUALIFICATIONS
Education/Experience:
·
Bachelor’s
degree in business studies or Accounting and Finance field.
·
At
least 5 years’ relevant experience in office management and administration in
Papua.
·
Must
have prior work experience on USAID programs and preferably (but not required) with
USAID/PEPFAR funded programs.
·
Working
knowledge of office software, including Word, Excel and PowerPoint.
·
Must
be well organized, self-starter with attention to detail.
·
Must
have excellent communication skills and good command in both written and spoken
Bahasa Indonesian. Good English skills
desired.
- Must have experience with U.S. government rules and regulations and experience working in an international NGO/PVO environment.
- Sensitivity to cultural differences and understanding of the political and ethical issues surrounding public health issues among key populations in Indonesia.
- Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
- Experience of proactively identifying risk, addressing issues and appropriately communicating these to the project staff and country office as needed.
- Able to work independently and on a team.
- Ability to meet deadlines with strong attention to consistency, detail, and quality.
- Ability to travel within country if needed.
This job description
summarizes the main duties of the job. It neither prescribes nor restricts the
exact tasks that may be assigned to carry out these duties. This document
should not be construed in any way to represent a contract of employment.
Management reserves the right to review and revise this document at any time.
Interested
Applicants please send your CV to hr.indonesia@fhi360.org with position title in the
subject at the latest on 19 September 2017 COB.
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