The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance
Vacancy Notice
The ICRC Regional Delegation in Jakarta seek to fill the following position:
Finance and Administration Manager (Resident Position, Jakarta-based)
The ICRC Delegation in Jakarta is seeking a suitably qualified candidate to fill the above-mentioned position with bellow criteria:
Role Purposes
The Finance and Administration Manager is responsible for the integrity of financial and analytical accounting and for reporting of the ICRC Regional Delegation in Jakarta. S/he oversees all financial resources and administrative activities, such as management of premises and staff travel.
Main responsibilities
Main responsibilities (70%)
- Supervises the accounts department and preparation of the annual budget/monthly forecast and risk reporting, cost-control and analysis of budget deviations.
- Act as adviser, trainer and coach on all financial or economic matters for the teams running humanitarian projects.
- It is responsible for drawing up contingency measures to respond to critical changes in the operating context.
- Interprets institutional guidelines and policies in light of the local context, sees to it that these are strictly implemented and monitored, ensuring compliance with ethical standards and mitigating financial risks.
- Acts as co-signatory and finance interface for both authorities and commercial parties (suppliers, banks, etc.)
- Contributes with reliable forecasts and budget data to managerial decision-making on tactical (current fiscal year) and strategic (next fiscal year) matters.
- Oversees day-to-day financial management and maintenance of offices and residential premises; maintains an appropriate security set-up, including safe accommodation for all mobile staff.
- Supports the DHoRD of the Risk Assessment for the delegation/structure, focusing on risks related to real estate and finance. Implements and monitors risk-mitigation measures in his/her area of responsibility, in close liaison with technical departments.
- In joint collaboration with the technical department and the sustainability team at headquarters, leads and initiates measures to reduce energy consumption and implements “gap-closing” measures identified in the Sustainability Assessment.
- Provide technical supervision of the Finance & Administration and Human Resources Department.
- Ensures that Dili (DIL) office is having all the relevant administrative guidelines and provides relevant support and coaching whenever necessary.
- Ensures that all administrative and financial procedures are properly established and followed.
- Coordinates and ensures regular onsite support visits within his team, and also personally does support visits (at least once per year).
- Ensures proper follow up of visits by writing Field Mission Reports.
- Remote follow up of expenditures.
- Checks accounting documents on a monthly basis.
- Welcome
- Management of welcome services, ensuring the smooth running of the unit.
- Ensures that all administrative procedures and guidelines are established and followed.
- Ensures that ICRC travel policy is applied and followed.
- Coordinates and is getting actively involved in problem cases of residence permits and visa issues.
- Ensures yearly re-evaluation and selection of travel agencies and hotels for accommodation and seminars.
- Monitors STM DJA Welcome Services and Welcome DJA database and ensures that all relevant data are up-to-date.
- ICT
- Management of the ICT engineer
- Ensures a functioning IT department and set up for DJA Regional Delegation (Indonesia and Timor Leste)
- Coordinates with technical hierarchy whenever necessary
- Monitors follow up of tickets or incident on DJA ICT unit to ensure services is delivered and the ICT equipment inventory database is up-to-date
- Premises
- Management of premises file both in DJA and DIL.
- Ensures that the institutional passive security set up is in place.
- Supports and assists the Premises Responsible in negotiating the contracts for the delegation/residences/or participates in the negotiations of requests of rent increase.
- Acts as the focal point between the ICRC and the property owners for important issues.
- Monitors STM DJA Premises Services and ensures that the database is up-to-date.
- Ensures that all administrative procedures related to the premises file are properly established and followed and ensures proper filing of premises related document in premises files.
- Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision.
- Makes sure that deadlines for the PMD cycle are met.
- Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members.
- Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information.
- Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed.
- Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year.
- Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities.
- Follows up on all work-related messages and correspondence with the relevant contacts and departments.
- Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contracts relevant to the position.
- Collects and shares information so as to improve the ICRC’s understanding of the environment and humanitarian trends and responses.
- Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image.
- Takes responsibility for their own professional learning and development.
Background and Experience
- University degree in business administration, finance/accounting or human resources, or hospitality management.
- Diploma in Accounting (CPA/CMA or similar) / internal audit (CIA or similar) an asset.
- 6 years confirmed practical experience in finance, management or human resources, including at least 1 year in financial accounting/controlling.
- At least 1 year ICRC field experience for internal candidates.
- Fluent command of English. Knowledge of French an asset.
- Experience in an international working environment, abroad or with an international organization/development agency.
- Computer literacy.
Please note that only shortlisted candidates will be contacted.
Deadline to submit application: 23 April 2020
Starting date: 1 June 2020
