Simavi is an ambitious, growing development organisation of more than 50 people, based in the Netherlands. Together with local partners, we improve the health of people in the poorest regions in developing countries. With more than one hundred partners we work together with communities. We influence the policies of governments to take into account the health and rights of the poorest people. We campaign to engage the general public and involve them in what we do.
We focus on the poorest regions of nine developing countries in Asia and Africa.
Simavi is looking for a: Finance & Administration Officer
This vacancy is open to Indonesian nationals only
Simavi has been operational in Indonesia since 1925 by working through local NGO partners both in WASH and SRHR sectors. As of January 1st 2016 Simavi is implementing a new programme named SEHATI (Sustainable Sanitation for Eastern Indonesia). And Simavi is involved in PROPOPI, a public-private partnership project between PDAM Kota Bandung, Vitens Evides International, TU Delft and Simavi. The objective is to improve pro-poor access and quality of water supply in Bandung, West Java, by providing drinking water to people as well as improving service level for customers.
The Job The Finance and Administration Officer (FAO) will be responsible for performing a range of administrative and finance tasks to support efficient office operation with in Simavi Indonesia Office. She/He ensures that the financial and administrative management routines and systems are respected and that regulations and policies standards are adhered to in accordance with Simavi and donor requirements.
Position in the organisation
The Finance and Administration Officer (FAO) will report directly to the Finance and Operations Manager in Jakarta. She/He will also work closely with program team in the Indonesiaoffice.
Tasks and responsibilities
Finance
- Reviews all finance documents such as travel expense claims, reimbursements, advance requests, advance reconciliations and invoices from external parties. This includes ensuring all supporting documentsare complete and in line with the Simavi’s rules and policies.
- Prepares payment vouchers and requests an approval from the Country Representative.
- Maintains and updates the petty cash and bank book ledger properly and accurately. ·
- Maintains the advance status for all staff and reminds staff to reconcile the advance before the deadline.
- Maintains a proper filling system of all financial documents and securely kept in a lockable cabinet.
- Assists the Finance and Operations Manager on audit purpose.
- Provides administrative support related to Indonesia office operation such as organizing logistics for missions, meetings, conferences and other special events. This also relates to program activities.
- Liaises with travel agent and assists all staff to prepare travel arrangements such as flights and hotel either domestic or international.
- Prepares contracts engaged by Simavi with third parties (e.g. renting premises/houses/vehicle, ICT maintenance, local consultancy contract, etc) for approval by Country Representative. ·
- Monitors and updates the inventory of office supplies and assets and oversees the maintenance of the office equipment andits facilities.
- Maintains monthly time sheets for all staff, leave forms and schedules. Keeps all records accurately in collaboration with Finance and Operations Manager.
- Manages procurement process such as ensuring all purchase requests have been approved, obtaining quotes, preparing bid analysis and producing purchase order. This includes ensuring all procurement processesare in line with Simavi’s policies and procedures
- Assists program team in taking minutes of meeting and distribute it.
- Maintains a proper filling system of all documents both electronic and hardcopy.
- Bachelor’s degree or other diploma in Finance, Accounting, Administration or relevant field.
- Minimum 3 years of practical experience in asimilar position, preferably within an (I)NGO or internationally-funded project.
- Knowledge of program finance and administration management.
- Knowledge of national laws for tax.
- Experience in implementing organization policiesand procedures.
- Experience in office administration and procurement rules.
- Intermediate oral and written skills in English.
- Ability to manage and prioritize a high workload and multiple tasks in a fast paced environment with tight deadlines.
- Attention to detail and high level of accuracy.
- Good communication skills, punctuality and help fulness.
- Ability to present information and respond to questions from senior management.
- Ability to work independently and as a team-member
- Ability to train people on financial and administration management.
- Proactive problem solver.
- Computer skills such as spreadsheet, e-mail,database management and word prosessing.
Candidates are invited to apply before March 12th 2017.
Please send your letter and resume (in English, max. 4 pages) to application@simavi.nl,using reference Finance & Administration Officer.
Apply only when you fit the total job description. References will be checked.
Commercial inquiries or jobpostings are not appreciated or accepted regarding this vacancy.
