EngageMedia is seeking a full-time Finance and Operations Officer to be
based in our Jakarta office. This position oversees local finances,
administration and logistics providing timely and professional support
to program and operational activities.
Position Aims
- Provide logistical support to Southeast Asiaprogram staff to enhance the impact and effectiveness of their project work, and the overall effectiveness and impact of the organisation;
- Ensure Southeast Asia operations and office function effectively.
Responsibilities
Finance
Finance
- Bookkeeping - maintain local financial records and track expenses.
- Maintain the Indonesian bank account, assisting the Finance and Administration Coordinator complete monthly reconciliations.
- Monitor and track petty cash and their authorisation.
- Collect all invoices and receipts from team members, ensuring they are properly documented and authorised
Logistics
- Oversee the Logistics Assistant, managing, directing and tracking their work.
- Safe keep office assets and keep logs of all merchandise and equipment.
- Book and coordinate travel and accommodation for project staff, consultants and project participants.
- Assist with the coordination of workshops and events.
- Document workshops and events as required.
- Manage event registrations and participant communications.
- Coordinate visa needs for staff.
- Organise the printing of materials such as business cards, posters, flyers, t-shirts etc.
- Coordinate the purchase of equipment.
Administration
- Be responsible for maintenance of the office such as paying bills, rent and water.
- Oversee the office caretaker, ensuring they maintain the office to required standards.
- Ensure stationary and office supplies are always available.
- Take primary responsibility for the office being an efficient and productive space.
- Coordinate all postage requirements, including the collection and dispatch of correspondence, promotional mail-outs and distribution of materials such as DVDs.
- Identify local tax, legal and employee requirements, and fulfil the organisations' obligations as needed.
- File materials on the EngageMedia intranet and maintain an on-site filing system.
- Assist with the preparation and minuting of meetings.
Work experience, required skills and selection criteria
- Excellent English and Bahasa Indonesia.
- At least 3 years experience in a related field.
- Analytical and problem solving skills.
- Excellent time management skills.
- Computing skills – extensive experience with office software.
- Event management skills.
- Bookkeeping skills.
- Experience in an office environment and assisting in access to its resources.
- Experience in of an organisation with large amounts of travel and international communications.
- Ability to work across cultures
- Experience working with intranets and online tracking systems
- Media production coordination eg. Printing
Location, Remuneration and Expectations
- Day rate of Rp300-450,000, depending on skills and experience.
- This a contract position, as such no allowance is made for sick leave, or holiday pay. Rates are calculated higher to adjust for the lack of these benefits.
- 12 month initial contract
- The position includes a monthly communications allowance and travel insurance.
- The position is based out of EngageMedia's Jakarta office
- Start date is mid-August
How to Apply
In writing:
In writing:
- Describe your interest in the position and why you would want to work with EngageMedia; (Max 500 words)
- Respond concisely, but briefly, to each of the selection criteria;
- Append your CV and the names and contacts of two referees.
Email your application with the subject “Finance and Operations Officer” by midnight, Jakarta time, Friday August 4th, 2013 to jobs@engagemedia.org.
Applications must be in English.
Alll applicants must send their applications attached as PDF files.
Only short-listed applicants will be notified.
Any questions about the position, please email us at jobs@engagemedia.org.
About EngageMedia
EngageMedia uses the power of video, the internet and free software technologies to create social and environmental change. We believe independent media and free and open technologies are fundamental to building the movements needed to challenge social injustice and environmental damage, as well as to provide and present solutions.
EngageMedia works with independent filmmakers, video activists, technologists, campaigners and social movements to generate wider audiences for their vital messages and move people to action.
