FINANCE & ACCOUNTING OFFICER NEEDED – THE ASEAN FOUNDATION

  Position Description

Title Finance and Accounting Officer
Classification Locally
Recruited Staff – Level 3
Report to Head of
Finance and Administration
Direct Report N/A
Term of Employment This
position is for an initial period of 1 year, after which the position will be
evaluated subject to organisation needs and regular performance review.

 
This is a re-advertisement.
Candidates who applied earlier do not need to re-apply. Fresh graduates are welcome to submit their applications.
Position Summary
Reporting to the Head of
Finance and Administration, the Finance & Accounting Officer is responsible
for preparing
financial reports and maintaining records of assets, liabilities, revenue and
expenditure, payments and other financial activities. S/He conducts regular checks of the
internal controls, leads the preparation of the monthly accounts closure of the
operation, and ensures
that disbursements are in accordance with the budget and the ASEAN Foundation’s
Financial Rules.
Functional Relationship
Develop and maintain effective,
collaborative relationships with the following:
 
Internal (within Post)
•    Executive Director
•    All Official Staff of the ASEAN Foundation
External
(outside Post)

·       Vendors/Contractors
·       Donors
·       Partners
Roles and Responsibilities
Finance and Accounting
·      
General accounting tasks, including reconciling and
maintaining balance sheet accounts and general ledger operations, preparing
journal entries, preparing monthly closing and financial reports, preparing
account/bank reconciliations;
·      
Perform finance
analysis, reporting and management tasks;
·      
Oversee the validation of transactions and verification of
their overall impact on the general accounts;
·      
Lay down and validate the accounting systems and tools;
·      
Review financial
paperwork and procedures, provide recommendations and make necessary changes;
·      
Ensure all expenses are within assigned project budget and verify
the completeness of all required supporting documentation for all payments
vouchers;
·      
Prepare payments, bank transfers and do the bank transactions

·      
Produce periodic financial reports and other financial
documents for the management of the ASEAN Foundation in accordance with the
prevailing policies and procedures;
·      
Prepare financial reports for donor(s);
·      
Ensure timely and accurate monthly and year end closure of
accounts, including bank reconciliation, and submit reports to the Executive
Director as per prescribed deadlines;
·      
Prepare invoice to the projects for services and cost share
·      
Ensure account
receivables and payables activities are performed accurately and timely;
·      
Settle amounts due, or recover outstanding receivables;
·      
Identify and resolve invoicing issues, accounting
discrepancies and other financial related issues;
·      
Assist in designing, implementing, and maintaining
audit-compliant internal financial controls;
·      
Prepare and coordinate financial audit;
·      
Ensure timely and effective follow up to audit observations
and recommendations;
·      
Update the Executive Director on financial status of the organisation;
·       Protect ASEAN Foundation’s assets through maintenance of
asset register, internal control and audit procedures; and
·      
Prepare staff payroll administrations, including fringe
benefit computations.
Grant Management
·      
Assist the Grant Management Officer/Programme Officer in reviewing
budget proposals of grantees and sub-contractors
Administrative
·      
Ensure proper and complete documentation and filing for easy
retrieval of all accounting related documents;
·      
Identify and provide
feedback and suggestions to management related to improvements to the ASEAN
Foundation’s policies, procedures, processes and financial systems and related
programs;
·      
Track benefit
accumulation for the foundation staff and produce monthly summary;
·      
In collaboration with
the Administrative Associate, implement the ASEAN Foundation’s procurement of
goods and services in accordance with the prevailing policies and procedures,
obtain written requests for quotations, tracking items ordered, and maintain
inventory control and contract tracking system; and
·      
Perform other duties as
assigned by the Executive Director and the Direct Supervisor.
 
Person Specifications
1.  
Education and Experience
Essential
·        
Completion of Bachelor Degree in
Accounting or Finance with minimum of 3 years’ relevant work  experience
·        
Postgraduate degree in Accounting
or Finance or 2 years of relevant
work experience
·        
Work
experience from reputable audit firms, international organisations or donor
organisations
 
2.  
Qualifications and Technical Skill
Essential
·       Ability to prepare and maintain the full set of
accounts
·       Knowledge and hands on experience with
Quickbook Not for Profit Accounting Software
·       Fluency
in oral and written English and Bahasa Indonesia
·      
Proficient
in Microsoft Excel
Desirable
·      
Knowledge
of another ASEAN language other than Bahasa Indonesia
·      
Knowledge of
international donor agency requirements and regulations
3.  

Personal Qualities
·        
High level
attention to detail and accuracy
·        
Ability to
follow through on tasks
·        
Flexible,
creative, responsive, able to take initiative, open to learning
·        
Reliable
·     Able to
work within systems and procedures, work effectively in a small team
environment involving the sharing of information and at times sharing
workloads
·        
Able to analyse and
integrate potentially conflicting numerical, verbal and other data from a
number of sources;·        
Willing to demonstrate,
apply and share expert technical knowledge across the organisation;
·        
Able
to work independently and multi-task and meet deadlines.
 
APPLICATION
PROCESS

Please send your application letter indicating the
applied position Finance & Accounting Officer, curriculum vitae, expected
salary/monthly lump sum, no later than 18
July 2016
to: [email protected]
 
Only selected candidates will be notified
 
 

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