Plan is an international humanitarian, child-focused development organization without
religious, political or governmental affiliation. Plan’s vision is a
world in which all children realize their full potential in societies that
respect people’s rights and dignity. Plan Indonesia started to operate in Indonesia on 1969.
Plan Indonesia is looking for a dynamic Indonesian national to fill the position
of
ASEAN Safe School Initiatif Finance and Admin Manager - Jakarta Based
Dimensions of Role:
·
The Finance and Admin Manager will work full time
for the 15 month funded DIPECHO project and DFAT/HPA funding period.
·
The position will ensure effective financial
management and administrative systems are in place and being utilised by ASSI
program staff both regionally and within target countries
·
Staff who report to this position: none
Typical Responsibilities - Key End Results of Position
Compliance of ASSI financial reporting system with Field Operation Book (FOB)
·
Approve accounting related operations pertaining to
payment requisitions, fund transfers and other related banking transactions and
remittances of withheld taxes/insurance premiums of the ASSI Program.
·
Review monthly financial statements to verify
compliance with reporting standards set forth in FOB. Verify selected items
including cash receipts and computation of average exchange rates.
·
Review monthly bank reconciliation, and the
calculation of weighted average bank and book balance of the ASSI Program.
Perform accounting functions including the maintenance of subsidiary
accounting record, account analysis and review the bank reconciliation.
Supervision of the General Ledger (GL) accounting
system
·
Ensure proper coding, accuracy and timely entry of
data at ASSI and ARO levels, in particular:
·
Ensure proper recharging of expenses between ASSI
target country programs.
·
Responsible for timely preparation and accuracy of
GL reports (export files) for use at ARO (level three) at month end and year
end.
·
Disseminate new instructions regarding GL and
coding from ARO to ASSI target country programs, maintain a filing system for
reference.
·
Follow guidelines for system security at ASSI
office.
·
Responsible for user setup and access at ASSI
office.
·
Ensure that backup procedures are followed at ASSI
office.
Maintenance of grant
reporting system by GL
· Monitor the entry of grant budgets in Country Coordination Lead agency
GLs.
· Reconcile Plan’s records with grant data from PWW.
· Ensure that grant funded outputs are reflected in PPM system for PU’s
·
Reconcile grant budgets and spending.
Preparation of management
information based on financial data
·
Maintain a database containing ASSI target country
program budgets, budget updates, spending data.
·
Prepare regular budget vs. actual variance reports.
Identify items for follow up with ASSI PM.
·
Prepare ad hoc reports for the ASSI PM, the ARO, IH
and ASSI Country Coordination Lead (CCL) offices in consultation with the ASSI
PM.
Preparation of Country Annual Budget (CAB) and
subsequent budget modifications.
·
Assist in the preparation of internal guidelines
for CCL.
·
Assist the ASSI PM in the collection and
consolidation of ASSI budgets for presentation to ARO.
·
Ensure the proper use of PPM Ndugu software for
budget preparation
·
Review calculations and coding of budget and
proposed budget modifications
Ensuring compliance with Government guidelines
§
Assist the ASSI PM to ensure that procedures are in
accordance with Government regulations.
§
Review contracts with Third Parties whether they
comply with Government regulations, e.g. property rental, NGO’s, Audit firms,
etc..
Supportive responsibility
·
Assist in the orientation of accountants and
provide administrative, finance, pre-audit support when necessary
·
Assist in the orientation of the auditors
·
Ensure proper use of PPM Ndugu software in units
Administrative
Responsibilities and Tasks:
To develop/revise
administration policies and procedures covering purchasing, travel, meetings, insurance,
legal issues, vehicle, inventories and fixed assets.
To roll out the policies and procedures to all
target Country Coordination Lead offices and train relevant staff.
Establising country wide administration policies and procedures
Managing
country-wide procurement/services
§
To insure that Plan receives value for money when
purchasing.
§ To
ensure that the purchasing activities in ASSI are in line with Plan policies
and procedures.
§
To review Purchase Orders for the ASSI Office.
§
To approve Purchase Orders for ASSI in line with
the Delegation of
·
Authority.
§
To ensure that goods and services are purchased and
provided in a timely manner.
Management
of Plan Indonesia’s assets
§ To
design a system of maintenance for Plan’s ASSI assets, particularly office
equipment, etc.
§ To
safeguard Plan's ASSI assets.
§ To
supervise Plan’s ASSI fixed assets and inventory control.
§ To
design system of inventory/FA disposal and all other items which are no longer
required.
§
To manage business and travel insurance as well as
meeting arrangements.
Government
liaison
§ To develop and maintain relationship with key
government agencies (
· MOFA, ASEC, etc).
§
To monitor and submit
requirements for government Liaison (reports, visits, permits, approval, visa,
work permits etc).
§
To supervise the updating
of government liaison documents and reports.
Office management
§ General management of the ASSI Office including
maintenance, filing,
· documentation, security, insurance, cleanliness, etc.
§ Oversee travel arrangements for ASSI staff and
incoming visitors.
§ Identify any relevant legal matters and raise with
ASSI PM.
Others:
· Be an active participant and contributor in all meetings and workshops.
· Take over ASSI PM responsibilities while PM is traveling
Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s
Objectives:
Knowledge:
-
Financial and accounting principles
-
Management information system
-
Plan’s specific systems: GL, PPM Ndugu
- Indonesian and ASEAN Member States tax laws
Skills:
-
Accounting
-
Administration
-
Report writing
-
Computer skills
-
Spoken and Written English (Bahasa Indonesia
desirable)
Behaviours:
-
Personal Integrity
-
Accuracy in figures
-
Interest in details
Experience:
-
At least five years in related field
Education:
-
Minimum of a University Degree in Accounting
Physical Environment and Demands:
- A valid passport and ability to travel frequently internationally within the Southeast Asia region
Level of Contact with Children:
Low contact:
No contact or very low frequency of interaction
All applications will be treated in confidence. Only short-listed
candidates will be notified and invited for interviews. Please submit your
letter of application and detailed curriculum vitae in English by email not
later than February 6 2015 to: HRD.Indonesia@plan-international.org
Please fill the 'subject' column
of the e-mails in this format: (The
Position)–(Your Name). File attachment not later than
1MB.
Plan is an equal opportunity employer. Qualified women are encouraged to apply.
