Yayasan Plan International Indonesia is presently implementing its Country Strategy 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”. 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.
Plan International Indonesia is looking for dynamic staff to be based in Jakarta for the position:
Finance and Admin Officer (Contract Based)
Responsibilities:
In view of the above the Finance and Admin Officer W4W! will be responsible for finance and administration in W4W! Project. The position will also take appropriate action in order to assist local partners and staffs regarding finance administration matters. She will implement the administration process according to Operation Manual and Country Policy. She will responsible to maintain Human Resources administration, manage internal administrative systems and procedures, coordinate the implementation of audit in the Administration Unit with the staffs and auditor, manage the purchases of goods and services and office supplies and equipment, and manage project assests.
Key end Result 1.
Purchasing/Procurement Management.
Assist Project Manager to prepare procurement plans and monitor the implementation. Carry out purchasing activities of the project. In liaison with respective staffs oversees open and closed tender procedures and performs bid analysis together with the Tender Committee and minutes well filed. Review of procurement processes conducted by projects. ; Completeness of procurement docs and evaluation of selection process.Preparation of PO (Purchase Order), preparation of recurring PO and ensure all approvals are obtained, purchase orders delivered to the relevant suppliers and acknowledgement received. Implementation of the internal control system which ensures that POs are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. Conduct monthly check of Open POs in SAP and prepare corrective action in liaison with LEARN Program Finance and Admin Officer. Organization of trainings for the operations/projects staff on Procurement. Update data of local vendors and timely checking the services provided by the vendors.Update and track the implementation of the procurement planning.
Key End Result 2.
Office and Fleet Management.
Control and manage assets (disposal, inventory, NEP/inventory reporting, environmental report, and fleet management). Supervise other support staff (Drivers, Cleaners, Guard, etc.). Approves and signs weekly/monthly logbooks, trips, and fuel records, monitors utilization, maintenance and fuel consumption. Prepare fleet management reporting on monthly basis as per the set reporting standards by the organization. Ensure the annual vehicles inspections and registrations are done timely, if any. Filing all letters, documents and make sure the correspondences are well prepared (eg: letter format, letter number, attachments and distribution list).
Key End Result 3.
Logistic Management.
Report timely on damages and losses of goods under his/her responsibility. Participate actively and contribute to the improvement of the storing process. Cooperate with projects staffs in logistic preparation of meeting and conferences in the project.
Key End Result 4.
Fixed and Low Value Assets Management.
Maintain consolidated records of all procure assets in liaise with LEARN Finance Admin coordinator. Prepare and update a computerized fixed and LV asset retention list and report to LEARN Finance and Admin Coordinator on a quarterly basis and for disposal (vehicles, furniture and equipment) to avoid loss and misuse of Plan assets. Conduct periodical inventory and the mandatory required annual inventory of fixed assets and stock items and produce standardized report to be utilized internal and external users.
Key End Result 5.
Others.
Support W4W! Team in preparing report of Procurement progress on monthly basis. Oversee Open POs Report in SAP BI and make correction on the erroneous. Prepare quarterly report of Inventory, Assets (Fixed and LV Assets) and Vehicle Log. Provide information for audit needs. Performs other tasks that may be assigned by the Project Manager and other working relation. Maintain good relationship and team work with all staffs. Provide advice to Partners/CBOs related to administration procedures/policy.
Requirements:
Minimum Diploma degree in administration and secretary. Understand OM. SAP System and adm local procedures and policy Good Computer skill ( word, Excel ) Good etiquette, Minimum 1 year related experienced, preferably experience in Non-Government Organization excellent communication & interpersonal skills, pleasant personality with positive working attitudes, Fluent both Indonesia and English (oral and written).
Range Salary : IDR 4 500 000, - 6 000 000,-
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 December 27, 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.
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