CARE International Job Vacancies: General Admin & Finance Support - Makassar & Serang

CARE International Indonesia (CII), as an international NGO, has carried out large scale operations in Indonesia, encompassing emergency operations, transitional activities centered on agriculture and nutrition and a range of development initiatives in such areas as water and sanitation, health and enterprise & economic development.

CARE International Indonesia in Head Quarter Jakarta is currently recruiting the following position for its project:

JOB TITLE: GENERAL ADMIN and FINANCE SUPPORT
DEPARTMENT/PROJECT: PROGRAM/PROPER
REPORTS TO: PROJECT MANAGER
BASE: MAKASSAR & SERANG

JOB SUMMARY

The General Admin and Finance Support officer is to provide administration services including procurement, personnel and support all financial administration action for the project operation.

RESPONSIBILITIES AND TASKS

In principle, the General Admin and Finance Support Officer responsibilities are:

Secretarial & Administrative Support:

• Provide general secretarial and administrative support to the Project Manager and designated officers;
• Assist staff in the preparation and collection of Travel/Project Expense Report and other documents and support related to financial matters including verification financial data from CII (Makassar and Serang);
• Arrange/book flights and/or hotel accommodation for official travel purpose for all PROPER project staff in Makassar/Serang, including assisting the hotel accommodation booking and/or transportation arrangement for CARE staff or consultant who visit Makassar/Serang, when necessary; in cooperation with Makassar/Serang;
• Arrange/prepare documents for delivery/shipping;
• Manage office and project filing system (including monitoring and maintenance);
• Administer invoice or Request of Payment (ROP) submitted by third party, including local NGO for further processing in Finance Unit;
• Assist Project Manager in arranging and potential cordinating with partners, authorities and others parties involved on the project

Asset & Procurement Support:

• Provide asset and procurement support to Project Manager, and designated officers;
• Manage asset and procurement activities and ensure that process complies with CARE Indonesia Procurement Manual and Donor Regulations;
• Maintain and monitor project assets, including vehicles/motorcycles, also monitor vehicle usage log and fuel consumption analysis for Makassar/Serang;
• Manage regional asset list for below and above US$ 200 and under US$ 200.
• Submit monthly asset report to Head Quarter in 1st week of each month.
• Procure office supplies and consumables including manage their stocks to ensure proper support to project(s) operation in Makassar/Serang sub office.
• Prepare contract for services and repair requests for office equipment, office building, vehicles, etc.
• Prepare Request of Payment (ROP) and breakdown of invoices for utilities, courier, and others;
• File and document important and confidential paperwork related to procurement for database purpose, list of local vendor/supplier and vendors/suppliers’ profiles;
• Update and submit Procurement Status Report (PSR) to the Jakarta Procurement Officer.
• Establish and maintain regional “Approved Vendor List”.
• Provide training and support to local partners on CARE procurement & administrative matters.
• Arrange/prepare documents to be shipping to Head Quarter, other field Offices or Overseas in necessary.
• Ensure data distribution; purchasing mechanism and payment procedure are meeting with CARE standard policy.

Human Resource Support:

• Preparing staff attendance, medical reimbursement, leaves report, and preparing payroll calculation and all supporting document.
• Coordinate with HR Head Quarter if there is personnel requisition for project purpose and other HR duties.
• Responsible for recruitment process in Makassar/Serang (Make a shortlist and arrange time for interview if there new recruitment staff or consultant).
• Responsible to complete all personnel file staff and consultant and send to Human Resource Unit at Jakarta Office.
• Responsible to report staff’s BPJS Ketanagakerjaan in Makassar/Serang, its including with all administration matters.
• Key person who will handle labor issue and misconduct.
• Update employment monthly report and sent to Human Resource Unit at Jakarta Office.
• Provide human resource advice to PM(s), and designated officers.

Finance Support:

• Fill in monthly petty cash and prepare petty cash report to Finance Officer in Jakarta;
• Support in process Advances and its reports (Travel, Project and General Advances) to be sent to Jakarta.
• Ensure that all documents of Finance are filed properly and on time.
• Assuring all reports such as PER, TER, GER, etc and its completed documents are submitted to HQ finance team to verify the data for the payment to be in HQ.

Reporting & Other Support:

• Assist Project Manager in the preparation of letters, project data, and other reports as required;
• Assist program staff in organizing and implementing meetings, workshops, and conferences, cross visits, field monitoring, and other program activities;
• Assist other project as requested by Direct Supervisor.
• Any other assignment as requested by Supervisor or CARE management.
• Willing to join with the Emergency Response Team (ERT) in accordance with experience and competence and is ready to be assigned to the disaster site in accordance with the existing needs.

SUPERVISE
Makassar : Guard (4) & Driver (1)
Serang : Guard (2) & Office Helper (1)

QUALIFICATIONS

• Education: University degree in business administration, finance or relevant background.
• Good communications skills, including negotiation skills.
• Experience: at least three years working in non-governmental organization and or consulting company.
• Specific technical skills:
• Good administration, data and finance management skills, including maintaining log book and asset management.
• Good communications skills, including negotiation skills particularly with supervisor and field team. Good interpersonal skills, including patience, diplomacy, willingness to listen.
• Honest, responsible, self-motivated, ability to work in tight schedule and able to take initiative under minimum supervision
• Able to give helpful directions, detailed instructions and demonstrations.
• Demonstrate ability to independently work as well as to contribute in a cross cultural environment.
• Competent in Windows, MS Office programs, email and database experience.
• Fluent in English (spoken and written) is preferable.

TERMS OF OFFER

CARE is an equal opportunity employer offering a competitive salary and benefits package, and a collegial working environment, and women candidates are encouraged to apply. Applicants are invited to send a cover letter illustrating their suitability for the above positions, and detailed curriculum vitae, with names and addresses of three referees (including telephone, fax numbers and email address). Relocation cost will not be covered. Please DO NOT attached academic transcripts and Diplomas and state clearly the applied position and base in the email subject.

Please submit your applications before September 28, 2016 to CARE International Indonesia, Human Resources Unit: recruit_881@careind.or.id

"Only qualified applicants will be shortlisted"