Save the Children is a leading, private child-focused non-governmental
alliance of 29 member organizations that works in 120 countries
throughout the world. Save the Children has worked in Indonesia since
1976 to promote health and nutrition, education, child protection,
livelihoods, and emergency preparedness and response. Save the Children
has grown enormously in the country and today we operate in 13 provinces
across Indonesia. Our program in Indonesia has made significant
progress at the national policy level and in Bandung, West Java
metropolitan area in facilitating family-based care for neglected and
vulnerable children. Currently Save the Children immediately need for
experienced staff to be part of our support team whose will assist all
West Java program/project in Bandung and Kabupaten Bandung. All position
will be based in Kabupaten Bandung.
The position we are looking for are:
1. Senior Finance & Admin Officer (code: Sr. FAO – Bdg) – 1 post, based in Kabupaten Bandung
The post holder is directly report to Operation Manager (in Jakarta
office) – S/he is will take primary responsibility for the financial
management of West Java activities and providing support to the Grants
Manager in Jakarta Office. S/he will manage all administrative, logistic
and HR functions in the field, to ensure optimum support to the Project
Managers and smooth functioning of field offices as well as safety and
security aspect. Senior Finance & Admin Officer will supervise
Cashier and Logistic and Admin Officer for West Java program/project.
Job Responsibilities:
Core Responsibilities
1. Manage the payments process of all West Java project related expenditures:
· Make daily cash payments to suppliers.
· Issuing and monitoring of work floats and any cash advances, ensuring they are settled/repaid in a timely manner.
· Provide support and advice to West Java staff on purchase and payment matters, provide coding as required.
2. Record and review of financial transactions related to programs activities and operations.
· Entering all transactions onto field office spreadsheet on a daily basis, reconciling to cash counts.
· Consolidate and review the monthly field office spreadsheets
for all Emergency field offices, prior to submission to the Finance
Manager for review.
· Ensure that all data fields are complete, codes are valid and formats are correct.
· Ensure that expenditures are fully charged in accordance with donor budgets on a monthly basis.
· Liaise with field Finance staff on any queries relating to financial information supplied.
3. Ensure sufficient levels of cash are available according to program/operational needs.
· Assist Budget holders in preparation of cash requirement forecasts in line with budgetary requirements.
· Submit monthly forecasts and subsequent weekly cash transfer requests to the Finance Manager.
4. Coordinate and monitor the operations of human resources,
administration and logistic functions to ensure the achievement of their
goals and efficient performance, such as:
• Ensure staff leave records are maintained and staff is reminded
about utilizing their leave according to the individual leave plan for
the year.
• Respond to all travel requests of the field team by arranging travel cost effectively and efficiently.
• Develop and maintain an efficient and simple filing system for
the program, administration, HR and other general files with the support
of an Office Assistant.
5. Monitor implementation and improvement of office procedures (human resources, administration and logistics), such as:
• Socialize SC’s logistic policy and procedures to all field staff.
• Ensure all office requirements (stationary and other supplies) are made available on time.
• Regularly update the Projects Manager West Java program
regarding the condition of vehicle and buildings (physical and
contractual status).
• Organize for regular maintenance of office equipment,
inventories and other resources to ensure efficient functioning of
offices.
• Ensure an efficient and healthy office environment for improved efficiency.
• Ensure safety and security implementation in West Java operation and update the PM West Java regularly.
Occasional Significant Duties
1. Provide other financial and grants management support as and when required by Jakarta Office such as;
- liaising with budget holders regarding budgeting, monitoring and revisions to budgets.
- Prepare effective financial management within an emergency program context.
- cover to other Finance staff as required and agreed by Operations Manager.
2. Contribute to ongoing development of improved emergency response policy and practices.
Specific Requirements:
Education: Bachelor degree in Accounting and/or Finance Management.
Skill and Experiences:
· Minimum 5 years of total working experience with at least 3 years working with International NGO .
· Ability to analyze multi-funded operations.
· Concern for detail with analytical thinking.
· Excellent proven track of implementing efficient supply chain management cycle.
· Good in sub grant, sub contract, partnership process, procedures agreement, etc.
· Ability to set up accounting system in small-medium scale organization.
· Expert in accounting recording system and audit field work.
· Proven good tracking in implementing SUN System and grants management systems will be favorable
· Very good manage tight schedule as team player and good planner.
· Fluent in English, verbal and written.
2. Admin & Logistics Officer (code: ALO – Bdg) 1 post, based in Kabupaten Bandung
The post holder is directly report to Operational Manager (in Jakarta
office) – S/he is will responsible for the administrative functions
which includes office logistics & supply, assets, facilities, and
general support for West Java program/project.
Job Responsibilities:
1. Reviews and checks incoming billing statement from vendors,
utilities billing statements for office and processes the payment.
2. Ensure maintenance of office building, appliances, assets, facilities, equipment and other office utilities.
3. Maintain and update supply chain management and logistics
database including records of inventory, equipment, appliances, etc.
4. Arrange bidding, purchasing, asset disposal, asset sale including delivery in timely and efficient way.
5. Maintain and update approved vendor, asset and warehouse stock list.
6. Ensure availability of office, vehicle and kitchen supplies.
7. Monitors that the office is appropriately maintained and professionally presented according to the agency’s provisions.
8. Oversees registration of tax exemption facility and other documents as required.
9. Oversees registration and insurance of capital assets and coordinates with insurance companies whenever necessary.
10. Serves as main contact on administrative liaison, establishes and
maintains good relationship with government agencies, service providers,
donor agencies, etc.
11. Establishes and maintains filing system as well as prepares admin monthly report.
Specific Requirements:
Education: Bachelor degree in relevant fields. Other professional qualification is an advantage.
Skill and Experiences:
· Minimum 3 years of total working experience with at least 2
years working with International NGO and manage logistics and/or
procurement.
· Proven good tracking utilities billings are paid in time.
· Good in proven track assets and premises are well recorded
maintained and clean including vehicle and kitchen supplies.
· Able to analyze, identify priorities, and make appropriate decisions and appropriate actions accordingly.
· Good on filing system management; established and regularly
updated and all documents (supply chain, logistics and other
administrative data) are properly filed and easy to access.
3. Cashier (code: CA – Bdg), 1 post, based in Kabupaten Bandung
The post holder is directly report to Senior Finance & Admin
Officer. S/he is will responsible for the smooth execution of the day to
day financial operations, including disbursement of expense claim,
accurate and timely recording of transactions and implementation
systematic filing and retrieval system of documents for West Java
program/project.
Job Responsibilities:
1. Ensures the availability of appropriate amount in the checking/current account.
2. Makes payment/disbursement of expense claim two (2) days after receipt of the bill, if applicable.
3. Ensures that all checkbooks are properly kept inside the safety box after office hours.
4. Prepares financial documentation for all transactions and facilitate approval.
5. Prepares and submits accurate daily cash position report and keeps the supervisor informed about fund balance.
6. Implements a systematic filing and retrieval system of documents.
7. Maintains and updates cash advance logbook, advice time notices of overdue cash advance check books.
8. Accurate and timely recording of Petty Cash Fund Expenses and replenishment.
9. Ensures that the petty cash box is properly kept inside the safety box after office hours.
10. Making Cash count daily and report.
11. Arrange Cash replenishment proposal base on cash on hand.
Specific Requirements:
Education: Bachelor degree in relevant fields. Other professional qualification is an advantage.
Skill and Experiences:
· Minimum 3 years of total working experience with at least 1
years working with International NGO and manage similar task (accounting
and/or finance department).
· Good in arranging appropriate amount in the checking account.
· Proven track of timely payments of invoices/supplies.
· Proven track of arranging completeness of voucher signatories, supporting documents and accuracy of computations.
· Capable in safekeeping of check booklets.
· Preferably local applicant.
4. Administrative Assistant (code: AS – Kab Bdg), 1 post, based in Kabupaten Bandung
The post holder is directly report to Admin and Logistics Officer – S/he
is will responsible for the administrative functions of routine office
and secretarial support services for West Java program/project.
Job Responsibilities:
Core Responsibilities
1. Purchase stationary and other office supplies, arrange documents and cargo delivery.
2. Handling of routine office correspondence.
3. Maintenance of store ledger, record keeping of office supplies and stationary items.
4. Maintenance of a proper administrative filing system.
5. Assist in asset inventory system of the office including paperwork.
6. Assist in coordination of various staff meetings at office and other places.
7. Assist other administrative work of the office.
8. Routine supervision of office boy/girl.
Occasional Significant Duties
1. Assist to arrange the reporting process to the local authorities for any expatriate visit.
2. Assist to arrange the accommodation for visitors and consultants.
3. Assist to arrange the payment process for communication, electricity, and any other bills for the office needs.
4. Perform any other tasks directed by his/her line supervisor.
Specific Requirements:
Education: Diploma in relevant fields. Other professional qualification is an advantage.
Skill and Experiences:
· Minimum 2 years of total working experience with at least 1 years working in finance/accounting/admin/GA department.
· Good on filing system management; established, regularly
updated and maintain all documents are properly filed and easy to
access.
· Good of implementing effective correspondences documentation
from different kind of department, program and/or project.
· Proven track on treat all document confidential.
General Requirements for all position:
Skill and Experiences:
* Good in English verbal and written.
* Excellent computer skill (Excel, Word, and Power Point).
· Experience with financial and grants management.
• Ability to problem solve, show initiative and work independently.
• Respond to requests, queries in timely manner and high initiative.
• Good information sharing/communication skills.
· Excellent self-motivation and initiative to establish working relationships across diverse projects.
· For CA, AS and ALO post – local applicants is preferable
· Ability to effectively manage competing priorities and work under pressure.
Updated CV and application letter should be sent to Indonesia.Recruitment@savethechildren.org<mailto:id.recruitment@savechildren.org>
Please fill the “subject” column of the e-mails in this format: code of the position <…> - your name <…>.
Closing date for application is 10 (ten) days after this advertisement or up to 14 September 2012
(Only short-listed candidates will be notified)
All recruitment practices and procedures reflect SC’s commitment to protecting children from abuse
No comments:
Post a Comment