Open Position, J-PAL SEA, Finance and Admin Assistant


Background
Country                                     : Indonesia
Start Date                    : ASAP
Length of Commitment  : Three months with possible extention
Education                    : Minimum Diploma or Bachelor Degree
Organization                  : J-PAL Southeast Asia at UI Salemba
Language Requirement  : English & Indonesian
 
Position
Description

The Abdul Latif Jameel Poverty Action Lab is
globally headquartered within the Economics Department at MIT. J-PAL Southeast
Asia is one six independent regional offices based around the world hosted at
local universities. J-PAL is a pioneer of using randomized evaluations to
answer critical policy questions in the fight against poverty. J-PAL Southeast
Asia, based at the Institute for Economic and Social Research, Faculty for
Economic and Business at the University of Indonesia (LPEM-FEBUI) seeks a
qualified applicant for some positions to support the activities in a vibrant
organization undertaking cutting-edge development research.
 
1.    
Finance
and Admin Assistant

The Finance and Admin Assistant will report
directly to J-PAL SEA’s Finance and Grant Manager based in Jakarta. The Finance
and Admin Assistant will be responsible for performing a range of financial and
administrative tasks to support efficient office operations.
 
Responsibilities include (but are not limited
to):
 
Finance
1.     Review
all finance documents such as travel expense claim, reimbursement, advances,
advance reconciliation, invoices from vendors or third parties
2.     Ensure
all finance supporting documents are complete and in line with the J-PAL SEA’s
finance policies
3.     Prepare
finance vouchers  for all payment and
request an approval from the Executive Director and the LPEM FEB UI’s Finance
and Admin Head
4.     Maintain
the advance status for all staff and remind staff to submit their
reconciliation in timely manner
5.     Prepare
and Check all journal reclassification and adjustment and prepare the general
journal voucher for all transactions as needed
6.     Assist
the Finance and Administration Manager on audit purpose
 
Administration,
Travel and Event Coordination

1.     Maintain
a central filing system, inventory of office supplies and asset, and oversee
the maintenance of the office equipment and its facilities.
2.     Responsible
for filling all letters IN or OUT which are produced by staff and maintaining
the pre-numbered of all letters
3.     Provide
administrative support related to scheduling and arranging logistics for
meetings, trainings and events. These include managing the events and preparing
necessary materials.
4.     Liaise
with travel agent and assist all staff to prepare travel arrangements such as
flights and lodging for either domestic or international travel.
 
 
Procurement
1.     Support
procurement processes in line with J-PAL SEA policies and procedures
2.     Make
sure that all Purchase Request (PR) have been approved by the designated person
and maintain the Purchase Request (PR) which will pre-numbered for
documentation
3.     Obtaining
quotes for goods or services when necessary and preparing bid analysis
4.     Prepare
Purchase Order (PO) and make sure all supporting documents are complete and
request an approval for PO from the Executive Director
5.     Maintain
the approved Purchase Order which will be pre-numbered for documentations
6.     Leading
the bidding committee depend on the procurement method and category
7.     Maintain
all contracts/agreements with the third parties such as hotel corporate
agreement and travel agent.
 
Human
Resources

1.     Maintain
the Human Resource (HR) database and update it routinely
2.     Responsible
for filling all documents related to the staff such as Human Subject
certificate, IRB certificate, copy of ID card and passport, copy of bank
account, NPWP, and emergency contact form. This includes monthly time sheets
for all staff, leave forms and tracking the leave balances regularly.
3.     Responsible
for managing contact in Salesforce. Keep the contact detail up to date. This
includes maintaining the New Hired Form for all staff and
4.     Responsible
for maintaining all information related to the insurance provider as a contact
person for all staff. This includes registering the new staff for their
insurance as well as distributing the insurance forms that staff need
 
Qualifications:
·        
Minimum Diploma Degree in accounting administration,
management or relevant studies. Bachelor Degree are also encouraged to apply.
·        
Prior experience working as Finance or Admin
staff for a research institution or international organization.
·        
Experience in accounting, office administration
and procurement preferably for projects funded by International donor such as
DFAT or USAID.
·        
Language:
High-level of proficiency (fluent or native). Ability to write and speak
fluently in Bahasa Indonesia and English. Experience on written English

·        
Experience in filing and cataloging/organizing
various types of materials.
·        
Ability to effectively organize, prioritize
work assignments, multi-task, and work well under pressure
·        
Strong ability to manage a time-sensitive
workflow while maintaining absolute accuracy with details
·        
Ability to work independently and as a team
member
·        
Ability to appreciate international diversity
and to establish effective working relationships with international partners,
supervisors, and research staff.
·        
Ability to establish and maintain working
relationships with supervisor and other staff
·        
High proficiency in Microsoft Excel, Word and
PowerPoint.
 
 
How to Apply:
Please send an email before July 31, 2016 to [email protected] following
these instructions exactly:
 
Use the following as the email subject line: “J-PAL SEA, your name, and position you
apply”
Please do not include any other text in the body of the e-mail.
Adding extra text will interfere with the processing of your application. 
 
Attach PDF copies of your CV and a cover letter
no longer than 500 words. The cover letter should discuss how you meet the
aforementioned position requirements, emphasizing relevant skills and
experience.
 
Incomplete applications will not be
reviewed.  Shortlisted applicants will be
contacted for interviews.
 
 
http://www.povertyactionlab.org/southeast-asia
 Salam,

Efendi Siahaan

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