Vacancy Announcement: USAID PREVENT TB - Finance & Administration Coordinator

 

Profile of USAID PREVENT TB

USAID PREVENT TB is a five-year USAID funded project to Support for Public Education and Communication to Tuberculosis Preventive Treatment (TPT) Acceleration that is implemented by Yayasan Project HOPE (YPH). This program will use evidence-based health communication program implemented to improve the coverage and outcome of TPT among eligible sub-population in six target provinces with the highest number of estimated TB latent cases (North Sumatera, Jakarta, Banten, West Java, East Java, and South Sulawesi).

 

Yayasan Project HOPE (YPH) provides equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran, or marital status.

 

Purpose of Position

The Finance and Administration Coordinator is a full-time position to support the Finance and Grant Manager (FGM). The Finance and Administration Coordinator will provide financial and administration services to ensure efficient management of the operational aspects of the project implementation, including those tasks to the overall compliance with contractual requirements, organizations policies, USAID regulations, and the local law.

 

Reporting Requirement

The position is reporting to Finance and Grant Manager (FGM).

 

Key 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. Reconcile financial transaction and ensure that all expenditures coded and charged correctly and code items to the approved budgets
4. Prepare and complete the payment voucher accurately and in timely manner
5. Working closely with the Finance and Grant Coordinator in preparing the project voucher and tax report, and any other related report as regulated by the donor
6. Manage the project petty cash and other daily cash flow management
7. Maintain finance tracking systems for advances, Level of Effort (LOE), charge code etc.
8. Support project’s administrative operations, procurement, finance, and file management
9. Maintain communication with other project team members on administrative and operational aspects of the project
10. Make travel arrangements for domestic travel for project staff/consultants
11. Ensure that administrative records and project personnel documentation are well-organized, maintained, and updated
12. Ensure that all new and current staff are trained on project’s policies and administrative procedures
13. Establish and maintain consultants, suppliers, and vendors files and account
14. Maintain the project purchase order and service agreement system and records
15. Establish and maintain accurate project’s equipment and/or properties file and tracking system including tagging, documenting, recording, prepare and manage the hand-over slip, status etc.
16. Assist with the preparation for project review and/or audit
17. Act as the point of contact for Security alerts in coordination with YPH
18. Ensure compliance with USAID, organization, and country’s rules, regulations, and procedures
19.  Additional responsibilities will include providing hands-on assistance to ensure the smooth operations of the program implementation as directed by the supervisor. 

Qualifications and Experience

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

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.

 

Application Process

Interested candidates should send a Covering Letter mentioning the job title in the subject line: Finance & Administration Coordinator – (NAME) along with their recent CV as a document attachment to: recruitment.yph@gmail.com, no later than July 16, 2023.