PLAN INTERNATIONAL JOB VACANCY : ASSI Finance and Admin Coordinator

   
                                                                                         Vacancy Announcement ASSI Finance and AdministrationCoordinator  Planis an international, child-focused development organization, without religious,political or    governmental affiliation.We work with and for poor children and communities in 50 developing countriesaround the world, 14 of which are in Asia. Our vision is of a world in whichall children realize their full potential in societies that respect people’srights and dignity. Plan policies and procedures ensure that the welfare ofchildren comes first.Plan Asia Regional Office is looking for the following position to joinour team. This is a local recruitment. The successful candidate will be offerpackage competitive to the local market.       Please note that Plan will not be able toprovide residential, visa and work permit.Job Description:       Department & Location :  ASSI Finance and Administration Coordinator                                                based in Indonesia                                                         Reports to                      :  ASSI Program Manager         Duration to hire             :  6 months until 30 June 2016, the extension depending on                                                 renewed funding                                           Purpose                          :  The job holder shall provide a financialmanagement and                                                  administrative support forthe ASSI Program and also ensure                                                       adherence to donor and ASEC requirements with regard to ASSI.    Dimensions of Role:

– The Finance and Admin Coordinator will work full time for the 6 months funded DIPECHO project and DFAT/HPA funding period. Position might be extended depending on availability of funds.

– The position will ensure effective financial and administrative  coordination  support to  the ASSI program, including both regionally and within target countries

– Staff who report to this position: none
 Typical Responsibilities – Key End Results of Position: Financial Management Responsibilities and Tasks:Support to ensurecompliance of the financial reporting system of the grants that comes under theASSI portfolio
– Review monthly financialstatements to verify compliance with reporting standards and approved budgets 
Enter data into the SAP system

– Working in coordinationwith Plan Indonesia to enter data into the Plan International’s financialmanagement system; SAP
– Ensure proper coding,accuracy and timely entry of data at ASSI and ARO levels, in particular:
– Ensure proper recharging ofexpenses between ASSI target country programs.
– Disseminate newinstructions regarding SAP and coding from ARO to ASSI target country programs,maintain a filing system for reference.
– Follow guidelines forsystem security for the ASSI project
– Responsible for user setupand access for the ASSI project
– Ensure that backupprocedures are followed for the ASSI project Maintenanceof grant reporting system Monitorthe entry of grant budgets in Country Coordination Lead agency GLs.Reconcile Plan’s recordswith grant data.Coordinate with financepersons at Country Offices to update the funding bundle and to generatefinancial reportsGenerate financial reportsthough Plan International’s SAP BI Portal Report system Preparationof management information based on financial data

– Maintain a databasecontaining ASSI target country program budgets, budget updates, spending data.
– Prepare regular budget vs. actualvariance reports. Identify items for follow up with ASSI PM.       Preparation of budgets and subsequent budgetmodifications.

– Assist in the preparationof internal guidelines for CCL.
– Assist the ASSI PM in thecollection and consolidation of ASSI budgets for presentation to ARO.
– Review calculations andcoding of budget and proposed budget modifications Ensuring compliance with Government guidelines

– Assist the ASSI PM to ensure that procedures arein accordance with Government regulations.
– Review contracts with Third Parties whether theycomply with Government regulations, e.g. property rental, NGO’s, Audit firms,etc.. Supportiveresponsibility

– Assist in the orientation of accountants and provide administrative, finance, pre-audit support when necessary

– Assist in the orientation of the auditors
 Administrative Responsibilities and Tasks:Establishing country-wide administrationpolicies and procedures

– Tofollow up administration policies and procedures covering purchasing, travel, meetings, insurance, legal issues, vehicle,inventories and fixed assets.
– Toroll out the policies and procedures to all target Country Coordination Leadoffices and train relevant staff.    Managing country-wide procurement/services

– To insure that Plan receives value for moneywhen purchasing.
– To ensure that the purchasing activities in ASSIare in line with Plan policies and procedures.
– To review Purchase Orders for the ASSI Office.
– To ensure that goods and services are purchasedand provided in a timely manner.
Management of Plan Indonesia’s assetsTo establish and maintain a manual record ofASSI’s assets, particularly office equipment, etc.

– To supervise Plan’s ASSI fixed assets andinventory control.
– To conduct inventory of assets of the project asper Plan’s system, and to disposal and all other items which are no longerrequired.  
Preparationsfor meetings and events

– To manage business and travel insurance as wellas meeting arrangements.
– To book flights, hotels and other administrativearrangements to support activities under the ASSI programGovernment liaison

– Todevelop and maintain relationship with key government agencies (MOFA,ASEC etc.)
– Tomonitor and submit requirements for government Liaison (reports, visits,permits, approval, visa, work permits etc.)
– Tosupervise the updating of government liaison documents and reports.Office management

– Overseetravel arrangements for ASSI staff and incoming visitors. 
Others:
– Be an active participantand contributor in all meetings and workshops. Dealing with Problems:

– Capacityto influence different project managers, senior managers andCountry Coordination Lead staff in order that timely and effective decisionsare made regarding project implementation based on the results of the M&E.;

– Capable of leadingefficient, coordinated processes for financial and administrative managementinvolving different stafflocated in different parts of the organization (PMT, ARO, ASSI MemberOrganizations) and with different individual responsibilities.
– Capacity to work and communicate effectively with others in a diverse andlong distance environment
– Capacity to work andcommunicate with staff from different cultures and in different languages

– Capacity to provide effective training at regional and country levels
Communications and Working Relationships:

– Internal:  

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|              Relation with: |

| Purpose: |

|

| ASSI Program Manager |

| Coordination and communications on program budgets and expenditures as well as administration related matters |

|

| ASSI Program management Team |

| Coordination and communications on program budgets and expenditures as well as administration related matters |

|

| Country Coordination Lead Agencies |

| Coordination and communications on program budgets and expenditures as well as administration related matters; provision of advice and training |

|

| Plan Indonesia Operations Manager |

| Coordinate administrative and financial support from Plan Indonesia, including seeking approvals and managing the office |

|

| ARO Finance Manager |

| Coordination and communication for reporting |

|

| ARO Operation Team |

| Coordination for administration related issues |

|

| UKNO finance officer |

| Coordination and communication for reporting |

             2. External:               

|

| Relation with: |

| Purpose: |

|

| Banks |

| Banking transactions |

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| Suppliers |

| Procurement |

|

| Government |

| Communication and Coordination |

 Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’sObjectives:  Knowledge:
– Financial and accounting principles
– Plan’s specific system
– Indonesian and ASEAN Member States tax laws Skills:

– Accounting
– Administration
– Report writing
– Computer skills
– Spoken and Written English (Bahasa Indonesia desirable)Behaviours:

– Personal Integrity
– Accuracy in figures
– Interest in details Experience:

– At least five years in related fieldEducation:
– Minimum of a University Degree in Accounting   PhysicalEnvironment and Demands:

– A valid passport and ability to travel frequently internationally within the Southeast Asia region
 Level ofContact with Children:Low contact:    No contact or very low frequency of interaction         

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|   Application Process :   Please send your CV and a covering letter explain why you should be offered this job to [email protected] by 5.00 pm local time Bangkok on Friday 18th December 2015. Please state clearly in the subject title of the E-mail the job you are applying for.                              All applications are kept as a strictly confidential matter     |

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|   For more information : Please contact                                       Plan International Inc. Asia Regional Office                       14th Floor, 253 Sukhumvit 21 Road ( Asoke)                       Klongtoey Nua, Wattana, Bangkok 10110                       Tel       : +66 (02) 204-2630-4  Ext. 107                       Fax      : +66 (02) 204-2629                       E-mail  :  [email protected]                       Skype  :  Hiranya.Chantapong                                   |

 

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