Tanoto Foundation Vacancy: Field Finance and Administration Officer - Rantau Prapat, North Sumatra

Tanoto Foundation is a not-for-profit foundation which strives to be a center of excellence for facilitating and improving access to quality educationand to empowerment opportunities that contribute to poverty reduction. The Foundation currently runs a number of philanthropic programs in Indonesia ranging from scholarship, teachers training, school improvement programs, research support, to small business development.

Tanoto Foundation is currently looking for a Field Finance and Administration Officer to be based in Rantau Prapat, North Sumatra. Kindly read details below.

Field Finance and Administration Officer 

The Field Finance and Administration Officer (FFAO) is a mid-level position based in the Foundation’s regional office in Rantau Prapat, North Sumatera. The objective of this position is to provide financial services, accounting and administrative supports to the Foundation’s various programmes and to liaise with the head office in Jakarta. She/he will be working under the direction of Head of Finance and Administration (HOFA), Regional Programme Manager (RPM) and Office of Finance and Administration in Jakarta to manage day-to-day office administration, project finances, prepare monthly financial reports, provide assistance to the budgeting process and perform purchasing function to ensure effective use of resources and in compliance with the Foundation’s policy.

Tanoto Foundation implements continuous programmes in supporting Education, Empowerment and Enhancement particularly in 3 (three) provinces in Sumatra.

Responsibilities:
1. Field finance and accounting:

• Review and process invoices from supplier and request for payments from Programme Staff to ensure accuracy of information, tax implications, proper authorization and charging to budget components, and complete documentation in compliance with Foundation’s policy. 
• Manage petty cash for supporting field operations, including review and process payments for office utilities and perform adequate controls over petty cash.
• Track financial transactions and payments made by Jakarta office to ensure prompt payment of invoices.
• Monitor the implementation and maintenance of accounting control procedures including prepare monthly report on reconciliation of bank statement, maintain the accounts payable (A/P) and accounts receivable (A/R) systems locally in order to ensure aging of both A/P and A/R are conducted and liquidations of outstanding advances are done in timely manner.
• Assist with preparation of the programme budgets and monthly forecast.

2. Office administration:

• In coordination with RPM, maintain administrative functions of the regional office such as staff attendance, office security, office supplies, logistical support and transportation. 
• Collect and administer timesheets from regional staff to be approved by RPM on monthly basis.
• Review of medical claims and travel expenses from regional staff before submission to Jakarta office for further processing.
• Collect, verify and calculate the monthly overtime claims from office driver before submission to Jakarta office for payment.
• Maintain efficient filing systems for project administrative and financial documents.

3. Purchasing and inventory management:

• Coordinate purchasing process to ensure that delivered products are meeting with programme requirements including identify potential suppliers, maintain supplier database, collect price quotations, prepare bid analysis, release purchase order to selected supplier and monitor the timely receipt of goods/services. 
• Prepare draft purchase agreements, contractor agreements, subcontracts, letter agreements and relevant documents.
• Manage Foundation’s fixed asset, office inventory and project materials by conducting routine physical count, improving the function of stock card and produce periodic inventory reports.
• Coordinate with RPM and Programme Specialist in supporting the procurement process of construction services, including conduct due diligence for the contractors, ensure the transparency and accountability of the bidding process and its documentation.

4. Audits:

• Conduct inspections to project sites to verify compliance. 
• Participate in implementation of audit recommendations.
• Liaise with internal and external auditors as necessary.

5. Other functions:

• Manage regular and productive communication with other FFAO’s in Pangkalan Kerinci and Jambi, as well as Finance and Administration staff in Jakarta office. 
• Proactive issue management and problem-solving to ensure improvement of office operations and field finances while also to enhance compliance and better workflow.
• Actively provides technical support for other FFAO’s in Pangkalan Kerinci Riau and Jambi.
• Any other duties that maybe reasonably assigned by the Supervisor, including provide assistance for other FFAO’s while she/he is not in the office or due to the heavy workload in certain regional office.

Duty station and working condition:
The position is based in Rantau Prapat, North Sumatera but from time to time may be required to travel to project sites (up to 30% of the time)

Should you meet the above requirements, please email your comprehensive resume and recent photograph to: dhitaeka_priyanti@rgei.com.

Please be informed that only qualified candidates will be contacted for further process.