Finance and Administration Officer | ReliefWeb

Finance and Administration Officer, Indonesia

City Jakarta

Description At the heart of Pact is the promise of a better

tomorrow. The promise of a healthy life. Of a decent

livelihood. Of sustainable natural resources that benefit

communities. Now more than ever in its 42-year history, Pact is

helping millions of people who are poor and marginalized

discover and build their own solutions and take ownership over

their future.

Pact enables systemic solutions that allow those who are poor

and marginalized to earn a dignified living, be healthy, and

take part in the benefits that nature provides. Pact

accomplishes this by strengthening local capacity, forging

effective governance systems, and transforming markets into a

force for development.

Department Overview

Pact exists to help create a world where those who are poor and

marginalized exercise their voice, build their own solutions,

and take ownership of their future. The Indonesia DERAP team

contributes to realizing this purpose by:

• Forging smart partnerships and treating all people with

dignity and respect;

• Applying organizational policies and regulatory compliance

appropriately and consistently;

• Facilitating team spirit among colleagues and promoting the

organization through communications;

• Influencing decision makers through focused, relevant

communications;

• Continually striving to learn and share knowledge and find

small ways to make the workplace more enjoyable for all;

• Cultivating and harvesting innovation;

• Inspiring and spreading our desired organizational culture

across the global enterprise.

Position Purpose

The Finance and Administration Officer (F&AO) is

responsible for the overall administration and financial

operations for a specific country, project, or set of projects.

The F&AO ensures that administrative and finance

departments are successfully managed and provides operations

support as required. The F&AO has oversight of internal

control systems and procedures, operational accounting,

financial reporting, auditing, subaward financial management

and monitoring, forecasting and realigning multi-site project

budgets, as well as comprehensive country-level budgets. The

F&AO is responsible for training and mentoring staff on

policies and procedures, donor regulations, new systems, and

financial best practices. S/he is also responsible for working

closely with the Senior Project Manager and headquarters

personnel to ensure compliance with all donor regulations and

for effective and proactive management. The F&AO normally

manages other administrative functions such as Operations,

Finance, HR, Security, and other office support staff.

Key Responsibilities

• Design and implement systems and procedures in compliance

with Pact standards, ensuring effective internal controls and

minimizing risks for Pact; ensure that corrective action plans

approved by headquarters in response to external or internal

audits and other monitoring reviews are implemented as planned

and scheduled.

• Manage all country or project finances to ensure effective

use of resources in order to achieve project objectives in

compliance of all donor and Pact requirements; ensure financial

monitoring systems provide timely and relevant reports to Pact

and project staff, including analysis and tracking of grant

commitments (i.e. cash advances), obligations, awards and

liquidations, to support efficient accountable implementation.

• Monitor proper management of cash flow ensuring project

liquidity at all times. This includes preparation of cash flow

forecasts on monthly and quarterly basis and planning for

timely preparation and replenishment for partners and others.

• Monitor the DERAP budget on a regular basis and provide good

financial projection and analysis available to relevant staff;

help prepare accurate cost estimates and budgets for new

proposals.

• Mentor and train relevant staff to ensure that team members

have the appropriate skill levels for their positions and are

developing to their full capacity; conduct trainings for other

personnel as needed to fully educate on efficient, effective

financial and internal control systems, budget analysis, as

well as policy and procedure awareness and compliance.

• Help manage all start-up and close-out activities

• Ensure that all transactions are recorded in accordance with

generally accepted accounting principles supported by relevant

and verifiable source documents

• Ensure that all financial records are properly stored and

secured.

• Ensure the timely preparation and submission of a monthly

financial report and supporting narrative on current project

status, and documenting the monthly review of the financial

performance of those activities under her oversight (including

monitoring cash balances, subaward’s financial activities

reviewing aged receivables and accrued liabilities, etc.).

• Ensure that monthly account reconciliations are performed and

appropriate plans are put in place and executed, as applicable,

to resolve unreconciled differences.

• Oversee the local Security Management Plan and oversee

changes to operations to ensure that adequate risk assessment

is carried out and required systems and preventative measures

are introduced.

• As applicable, equip appropriate staff to provide technical

assistance to local NGO’s in the area of financial management

and compliance.

• As applicable, implement a local human resources plan, in

collaboration with Pact HR.

Basic Requirements

• BA and at least 8 years of relevant experience (or

equivalent)

• Ability and willingness to travel at short notice

• Experience supporting international donor-funded programs,

particularly USAID-funded contracts

• Strong skills in management and coordination of multiple

activities and teams. Able to multi-task.

• Excellent communication (written and verbal) and cross

cultural skills.

• Highly motivated with strong attention to detail.

• Excellent oral and written communication skills; fluency in

Bahasa Indonesian and English.

Preferred Qualifications

• Experience working in a grants and contracts environment with

the U.S. government, including working knowledge of donor

regulations systems and procedures for managing many sites,

partners and customers.