Yayasan Plan International Indonesia is presently implementing its country strategic 4 (CS 4) covering fiscal year 2017 to 2022, where the country objective has been defined as “to identify and facilitate the removal of obstacles that prevent children from enjoying their rights and participating fully in Indonesian society”. The organisation’s purpose is to “strive for a just world that advances children’s rights and equality for girls”. This goal will be achieved by providing technical support and implementing quality programs and projects through partnership. An effective and efficient communications strategy is a must for Plan Indonesia to share the outcomes of these projects to influence different actors, specially state authorities and to position Plan’s profile within and outside at different levels – starting from community,sub district, district to national, regional and international levels.
Yayasan Plan International Indonesia country office invites 2 highly competent, experienced and committed professionals to fill the following position:
Program Admin Finance Coordinator
Responsibilities:
Key End Result 1. General Management
Assist Program Manager in the management of Project finance and administration in day to day basis.Liaise with other PNGOs, agencies and third parties in the Field in relation to financial and administration activities as deemed necessary. Maintain Human Resources administration in program including keep record of personnel file and leave record and manage recruitment of consultant, facilitators, and contractor. Overall supervision of finance and operations unit in the Field.
Key End Result 2. Planning, Budgeting, and Monitoring Create project budgets in SAP, prepare budget revisions if required, and financial closure of a project. Work with Program Manager, Grants Accountant and appropriate Country Office staff in the development of forecast and budget revisions for projects. Prepare monthly budget verse actual report, in donor currency, for assigned projects and highlight variances to respective budget holders and ensure corrective action is taken. Prepare accurate financial reports and full cost recovery on all grants including maintaining timesheets. Support the preparation and update of project work plans, budgets and briefs and other documents as necessary.Monitor budget expenditures and maintain proper record of approved project budgets and their revisions. Control advance liquidity of Partners and ensuring that daily accounting activities such as invoice payment processes including the maintenance of subsidiary ledgers for advances, deposit, installment payments and withholding tax is in accordance with Plan’s financial and accounting system.Coordinate financial support to the partners in preparing financial reports. Act as a liaison for financial management and system development in consultation with PM.
Key End Result 3. Financial Management Process and facilitates all payments or fund transfers.Ensure that expenditures are authorized and approved, and supported by adequate documentation.Ensure that PII funds are utilized and accounted for based on generally accepted accounting principles and Plan International Indonesia standards. Ensure that transactions are properly coded, and if applicable, expense allocations are properly made. Keeps custody of the petty cash fund, prepares petty cash fund replenishments. Checks payment requests against approved budget lines. Follows-up acquittal or liquidation of advances and ensures no advances are given unless the previous advance is acquitted/ liquidated. Maintain the internal expenditure control system that ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in SAP. Monitor transactions with Partners and ensure it is comply with PII rules and regulations. Undertake basic financial analysis (i.e. budget variance) to support project information needs. Ensure that accounting records are properly maintained and documents are properly filed
Key End Result 4. Administrative and Logistics Management Create requisitions in SAP for the project, register of good receipt in SAP. Make budget checks for requisitions, POs and vouchers. Prepare of POs and non POs voucher, and journal correction in SAP. Consolidate procurement plan, monitor, and coordinate with PM for purchasing relevant materials in timely manner. Support the project in the procurement process including preparation of RFPs, TORs, receipts of quotations, bids for proposal and their preliminary evaluation. Assist Project Implementation Area (PIA) in procurement process and other administration and logistic activities as deemed necessary. Oversees and administers the day-today activities of the office; follow the policies, procedures, and systems of PII which ensure productive and efficient office operation. Organize and facilitates meeting, conferences and other special event; coordinate and attends meeting, and participates in discussion as appropriate. Assists project managers/coordinators in preparing letters, contract, agreement and other document as needed by the project based on PII policies. Ensures that PII and donor procurement policies are implemented in the field. Maintain assets list under custody of Project staffs and prepare quarterly report to be submitted to Procurement and Logistics Officer of CO PII. Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property.Coordinates with the Country Office the project office’s needs, and any issues and actions involving HR, Admin and logistics.
Key End Result 5. Audit Project Management Provide financial data during the field work done by internal and external auditor for project under project/ program. Maintenance of audit action list responses and tracking of follow up actions from Finance and Admin audits.
Key End Result 6. Others Together with CO Admin staff, conducts assets inventory and physical count. Participates in project staff meetings. Perform miscellaneous job-related duties as assigned
Requirements:
Bachelor’s degree in finance administration or accounting, or equivalent business. 2-3 years experienced in finance and administration. Skill in budget preparation, implementation, tracking and analysis, and reporting. Ability to gather data, compile information, and prepare reports. Records maintenance skills. Knowledge of general accounting principles. Knowledge of administrative policies and procedures as applied to public institutions. Excellent written and verbal communication skills, including public speaking, policy development and fluent written/spoken English.
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 august 22, 2017 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.Range Salary : IDR 5 000 000 – 10 000 000,
Yayasan Plan International Indonesia seeks to improve the lives of the most marginalized, particularly girls, women, and people with disability. We encourage people form diverse backgrounds and experiences, particularly women and people with disability to apply
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