Terms of Reference
Administrative &
Finance Officer – Research and Design of a National NGO Facility
Background:
A project team conducting research and program design at
Cardno on behalf of the Australian Department of Foreign Affairs and Trade
(Australian Aid) is in need of a Administrative and Finance Officer to support
research and program design activities including general support for team
operations and support for events and field travel. The project is conducting
research and design the National NGO Study and Service Centre (NSSC), which
will aim to support Indonesia’s NGO sector has been among the key drivers of
political, economic and social reform as part of Indonesia’s transition towards
a democratic, middle-income country. NGOs in Indonesia operate in all DFAT –
Australian Aid priority development areas and therefore the improved
functioning of NGOs as organisations, and the NGO sector more broadly, would
support significant development impacts. The role will start in early February
2015 and extend until the project close at the end of September 2015.
Key
responsibilities and tasks
Under the direction of the NSSC Research and Design Team
Leader and Senior Project Coordinator at Cardno, the Administrative &
Finance Officer will provide necessary administrative and financial management
support to the full range of project activities, both day-to-day team
operations as well as special events and travel.
- Coordinate with the Senior Project Coordinator (SPC) to support the administrative and financial aspects of planning and implementation of meetings/appointments, workshops, trainings, and other events involving internal and external parties, including procurement of event space, coordination on back end preparation and execution and managing petty cash for the events.
- Coordinate with relevant member of the team to make travel and hotel accommodation bookings and communicate with relevant parties on itineraries and changes;
- Perform general clerical tasks such as arranging letters, filing and telephone, filling system ((in/out correspondences, reports, and/or other project documents) both in soft and hard copies (if required)
- Maintain records and also monitor of logbooks facsimile, photocopier, telephone, including asset registration, office cleanliness, staffs timesheets, sick and leave requests and monthly payment for office lease
- Ensure the team’s office is adequately stocked and equipment is in working order;
- Provide staff weekly movements to Cardno and DFAT.
- Maintain petty cash and bank book, prepare monthly budgets and funds request of project needs.
- Support processing of invoices and staff payment requests;
- Provide payment request for third partner (supplier, vendor, etc.)
- Ensure that all project procurements are in accordance with DFAT Cardno regulations including fraud minimisation, and that the supporting documents are on file (Purchase Order, Quotations, Procurement Form);
- Support the project close and handover of relevant materials on all administrative and financial aspects;
- Other duties consistent with the above.
Selection Criteria
- Tertiary qualifications and a minimum of five years’ experience in a relevant administrative/financial management field;
- Proactive, person with good communication skills;
- Ability to think independently but also be part of an effective team;
- Self-motivated and able to work without close supervision
- A sound understanding of reporting requirements and the ability to quickly understand both DFAT and Cardno’s Administrative & financial reporting requirements.
- Demonstrated ability to deliver high quality outputs on time;
- Demonstrated experience in office systems and the use of computer programs, in particular Excel and Word;
- Ability and willingness to learn and make consistent use of online project management tools (e.g. Wrike, Dropbox, Google Drive);
- Understanding of the need for good document control as a means of reducing risk of fraud;
- Fluent Indonesian and working knowledge of English languages;
- Previous work experience in a similar role on a Cardno Emerging Markets or a DFAT Australian Aid project will be a strong advantage.
Reporting
relationships:
The AFO will work closely with the Senior Project
Coordinator and under her direction on execution of events and as assigned. The
Team Leader will provide overall supervision for the AFO.
Timing:
Note that the position will start on 4 February 2015 in
Jakarta and interviews will be held in person or over Skype between Wednesday
21 January – Friday 23 January. If you are not available according to this
timeline please indicate this on your application.
To apply:
Please submit a current CV that highlights your relevant
skills and experiences for the job and a cover letter that briefly summarizes
why you are qualified by no later than 12 midnight, Monday 19 January 2015
Jakarta time. Submit to info@nssc.or.id with the subject line “AFO
application.” Included in your application packet should be the names and
contact information (including phone number and email address) of 3
professional references.
Late or incomplete applications will not be considered. Only
shortlisted candidates will be contacted.
