Vacancy – Finance and Adm Assistant

World Relief  is a USA Humanitarian Organization
working with local organizations to bring help and hope to communities in need. World Relief is committed to the sector standards and good practice. Right now we are looking for a dedicated and capable person as Finance and Adm. Assistant.  Please
submit your application to [email protected] before May
20, 2016
. Only shortlisted candidate will be contacted.

Position:                                                         FINANCE
AND ADM
ASSISTANT

Effective Date:                                               June 2016

Work Location:                                             Based in Bali

Status Categories:                                         Term of Assignment: 1 months Fixed Term Contract,

                                                                        Possibility extend 1 year contract.

GENERAL FUNCTION:

To provide finance and accounting support to the World Relief programs in accordance with World Relief’s Policies and Procedures, maintain accounting records
and the general ledger and provide reports.

SPECIFIC JOB DUTIES:

Cash and Banking

1.      Responsible
for the office petty cash float.

2.      Issue
petty cash and cash advances to staff and to project sites as required, ensuring that records are well maintained.

3.      Receive
cash into Field Office bank and/or petty cash ensuring that records are well maintained.

4.      Maintain
the cash book and reconcile daily and weekly.

5.      Assist
the Finance and Adm Manager with forecasting cash requirements and monitor changes.

6.      Receive
and record monies paid in by staff or others, issue receipts as appropriate.

7.      Maintain
safe custody of cash at all times.

Disbursements

1.      Ensure
all expenditures are approved in accordance with World Relief policies and procedures and Logistics operating procedures.

2.      Check
invoices for authorization, correct account, sources and project coding, and process payments for utilities and suppliers.

3.      Prepare
requests for wire transfers or to pay suppliers.

4.      Check
and reimburse employee expenses in accordance with World Relief’s policies and procedures.

General Ledger

1.      Enter
all receipts and expenditure to the general ledger in Quick Books accurately and in a timely manner.

2.      Make
sure that costs, expenses and any recoveries are allocated to the right cost locations, revenue, sources codes and  project codes.

3.      Reconcile
employee advances and other scheduled accounts at least monthly.

4.      Provide
General Ledger files to the Finance and Adm Manager at month end in accordance with finance reporting calendar.

Reporting

1.      To

provide monthly cash summary, general ledger reports in accordance with WR financial reporting timeframes.

2.      Assist
the Finance and Adm Manager to create, configure, and maintain field accounting systems, forms, and software, including the development, testing and fine tuning of the automated interface system for capturing data into the financial reporting system in use.

3.      Assist
the Finance and Adm Manager provide quarterly project specific financial reports for donors and the monthly reports to Head Office (Baltimore), including ensuring that the reporting module in the financial reporting system in use is configured to generate
the required reports.

4.      Work
closely with the Finance and Adm Manager to ensure that systems and 
reports are compliant, including the timely and accurate generation of ad hoc reports that HQ Finance, donors and management may require from time.

Administration

1.        Filling,
Maintain files and other materials needed.

2.        Administrative
tasks. Complete expense reports, vehicle requests, and other forms and documents required by the Finance and Adm Manager. Print, scan and photocopy documents on request by Finance and Adm Manager.

3.        Work
closely with Finance and Adm Manager on preparing and maintaining all project material needs with the process and not limited; Purchase request, Quotations, Purchase Order, EAF etc.

4.        Develop
and maintaining vehicles log book, office supplies and fuel requests

5.        Ensuring
the office and both interior and external facility are tidy in working order.

6.        Make
payment of authorized monthly bills (such as electricity, telephone, internet, water,  A/P tax, A/P Jamsostek,  etc) and other bills

7.     Setting up and maintenance of filing
system as and when required as works progress.

8.        Organized
administration works : telephone, facsimile operating and typing

9.        Arrange
domestic travel.

10.    Carry
out any other duties assigned by the Finance and Adm Manager.

 

Person Specification

 

Department:  Support Service

Work Location:  Bali, Indonesia

Factor

Job Requirements

Knowledge and Skill

Minimum skills, education and experience required:

·         Hold
Bachelor Degree in Accounting and having relevant knowledge and qualifications in Finance
and Accounting

·         Minimum
of 3 years book keeping or accounting experience

·         Demonstrated
ability to manage cash

·         High
level computer skills including proficiency in MS Word and Excel

·         Good

organizing skills and ability to meet deadlines

·         Ability
to work independently with limited supervision

·         A
team player with good interpersonal skills

·         Good
skill in organizing, prioritizing, and multitasking.

·         Able
to handle and guard confidential information sensitively and discretely.

·         Demonstrated
ability to work cross-culturally.

Preferences, but not required:

·         Ability
to speak  one or more Papuan languages

·         Ability
to speak and write in English

·         Experience
working with USAID, UN and other donor organizations.

Authority

 

 

 

·         Insistence
on compliance with internal controls and World Relief policies and procedures

·         Operate
the bank account as approved by World Relief

·         Represent
World Relief with suppliers and banks in fulfilling of duties detailed above

Accountability

·         Accuracy

·         Fulfillment
of the assigned job description.

·         Timeliness
and quality of communications

·         Maintaining
a constructive attitude.

·         Resolving
conflicts in a mutually satisfactory manner.

·         Maintaining
a daily devotional life.

·         Able
to support the teams joint devotional activities

·         Reliability
and trustworthiness

Physical

Able to work in difficult environmental conditions

Working Conditions

·         This
position is based in Bali. Occasional travel to other World Relief locations in Indonesia
may be required

·         Working
hours will be 40 hours per week, Monday to Friday but will be structured in light of the prevailing situation being addressed, and may be unsociable at times.

 

 

HR of World Relief Indonesia


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