GIZ Job Vacancy SICCR Project: Finance & Administration Professional (Duty Based in Aceh)

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and public and private sector clients in around 130 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.

The GIZ is implementing the EU-funded Climate Change project: Support to Indonesia's Climate Change Response (Technical Assistance component) SICCR. The 3 year project aims to pilot tangible measurements (low carbon, resource efficiency, sustainable management of the use of Biodiversity and livelihoods and optimized development planning and build the capacity of Aceh to support and contribute in an effective and coherent way to Indonesia’s efforts to set itself upon a low-carbon development path through low-emission economic development and optimal land use planning within the LULUCF (Land Use, Land Use Change and Forestry) Sector.

SICCR is seeking one qualified Indonesian candidate for the following position:

Finance & Administration Professional

(Based in Aceh)

Responsibilities

• Ensuring that financial administration functions well in accordance with GIZ standard procedures as well as EuropeAid procedures and regulations;
• Effectively coordinating with the colleagues of the finance and accounting department at GIZ Office Jakarta; 
• Cash book and bank book monitoring;
• Financial planning, monitoring and accounting of the program; 
• Efficient execution of all administrative processes in the office according to the rules and regulations of GIZ.

The Job Holder performs the following tasks, but is not limited to:

Accounting

• Carry out accounting on the basis of WINPACCS accounting software
• Fill up check book forms as per deadline
• Prepare and control monthly program journal/financial reports, end-of-period accounts and bank reconciliation vouchers
• Prepare vouchers for book-keeping and indicate their cost classification 
• Submits the end-of-month accounts from the program accounting, cash books and account balance vouchers (through or from WINPACCS) to the officer responsible for the contract and cooperation and forwards them to GIZ Office Jakarta.

Financial services

• Manages the program bank account 
• Monitors the program cash book  
• Monitors income, expenditure and the monthly bank reconciliation
• Monitors real accounts (payables, receivables) and reports regularly to the officer responsible for the contract
• Checks request for funds before realization
• Reviews program bookkeeping
• Supervise contract and procurement
• Supervises medical allowance payment for the NP
• Reviews travel claims (Reisekostenabrechnung) submitted by staff for final approval
• Check signature up to a daily limit of 5 Mio. IDR

Contract Management

• Prepares and processes contracts up to EUR 2.500
• Supports and processes contracts above EUR 2.500  via GIZ Office Jakarta
• Maintains the coordination and communication with GIZ Office Jakarta for contract matters
• Monitors the contract implementation, computation of all payments including advances, file documents of completed assignment 
• Monitors the payment of consultants and communicate it to GIZ Office Jakarta (incl. tax deduction)
• Ensures that the request and procedure comply to O&R
• Manages and ensures sufficient supporting documents are filed

Procurement

• Arranges and processes the procurement up to EUR 2.500 
• Supports and processes the procurement above EUR 2.500 via GOJ 
• Makes a good communication to vendors and office manager in the planning & processing of the procurement matters 
• Monitors the availability of supplies / inventory and perform procurement-related activities (stationary and other materials)  in alignment with the GIZ regulations 
• Supports for monitoring of the procurement’s payment and settlement 
• Manages and ensures the sufficient supporting documents are filed

General services

• Prepares monthly and annual budgets and monitors deviations
• Prepares financial contributions
• Follows up monthly error sheets and works on actions to avoid them in the future
• Responsible for submitting complete contract , supplier and vendore payments requests
• Responsible for refilling petty cash and allocation of cash based on requests by the cashier
• Responsible forsubmitting the monthly journal to GOJ based on the monthly due date

Financial Reporting to the Client

• Prepare the financial reports / invoices to the EU Delegation (especially TS tracker and Incidental Expenditures) in close coordination with the Contract and Finance Manager at HQ 
• Support 6 monthly expenditure verification

Internal control

• Checks the vouchers and receipts submitted by the projects/components for completeness and allocation to cost units and categories, and corrects these where necessary  
• Advises on financial aspects of projects/components
• Prepares internal controls in accordance with GIZ’s internal controlling manual
• Responsible to follow up the Third Parties Receivables (TPR)

Inventory

• Ensures that the project assets are according to the inventory record
• Conducts yearly check according to GIZ regulations
• Coordinates with the administration staff in both offices on the project assets in each regional office, including hand over process 
• Coordinates with GIZ office Jakarta on inventory issues
• Responsible to make any insurance claim for lost inventory

Other duties/additional tasks

• Coordinates with GIZ Office Jakarta-HR department for processing the national personnel (NP) contracts, including HR Service Request, income tax, employee benefit, internal training, etc; 
• Reviews and final checks of the procurements and contracts process before approved by the AV;
• Reports all problems to Program Director and compliance without delay;
• Prepare the payment for procurement and contract;
• Responsible for filing in accordance with GIZ rules;
• Performs other duties and tasks at the request of management.

Required qualifications, competences and experience

• BA in accounting and auditing or similar area;
• At least 3 years’ professional experience in a comparable position, desirable with specific experience with financial administration procedures in a German state-owned agency and/or EU financed project  
• In-depth knowledge of accounting software  
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office) 
• Confidential handling of data and information 
• Very good knowledge of Bahasa Indonesia and the English language 
• Willingness to further develop skills as required by the tasks to be performed

Duty Station: Aceh

Direct Supervisor: Team Leader SICCR (Technical Assistance)

Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on 20 February 2016.

Please indicate your application by putting the following code in the subject line: SICCR – FAP.

Only short-listed candidates will be notified.