The Wildlife Conservation Society – Indonesia Program (WCS-IP) is currently seeking for qualified candidates to fill the following vacancies:
- Finance Officer (Bogor Office)
- Finance Assistant (Bogor Office)
- Administration and Human Resources Officer (Bogor Office)
- Administration Assistant (Bogor Office)
1. Finance Officer (Bogor Office)
Job Summary:
The Finance Officer will report to the Finance and Administration Manager and will work closely with the Program Managers, and other staff. S/he leads and manages the Finance Assistant and Field Finance & Administration Assistants.
The Finance Officer is responsible for maintaining financial and accounting services in order to meet the requirements of the organization. The Finance Officer and the Finance and Administration Manager is also responsible updating accounting records, preparing financial statements, maintaining cash control, monitoring accounts payable and receivable and ensuring adherence to policies and procedures to strengthen internal control.
Responsibilities:
Management and Training:
- Provide support the performance and development of the in-country finance staff, to ensure the provision of an efficient and effective service.
- Provide financial support, training and advice to staff in country.
- Provide support in financial training and capacity development of partners and sub-grants in coordination with Project Leads.
- Provide support and feedback to local partners on financial reports submitted with a focus to improve their financial management capacity.
Treasury and Budgeting:
- Liaise with bank representative in coordination with the Finance and Administration Manager to ensure smooth banking operations and maintain good relationship.
- Review monthly bank reconciliation report and do corrective actions as necessary.
Accounting:
- Ensure that all expenditures are made in accordance with established procedures, approved vouchers, complete supporting documentation and budget availability.
- Ensure that payments are made in a timely and secure manner across all the country operations.
- Ensure that all funds received in country (i.e. donor funds, WCS-NY transfer, advance returns, miscellaneous income) are properly documented, correctly recorded in the financial system and reported to WCS-NY.
- Ensure advances are accounted for in a timely manner according to WCS procedures and that an accurate balance sheet is kept of each staff's outstanding advance.
- Ensure government and other remittances are up to date and accurate.
- Review all accounting transactions prior to approval for completeness accuracy, reasonability and allowability.
- Conduct the monthly closing process ensuring that all month's data are properly documented and correctly recorded in the financial system.
Grant Management:
- Review all sub-grant agreements signed by the organization and ensure sub-grant compliance to donor regulations and prepare report to Finance and Administration Manager
- Prepare donor financial reports in line with donor reporting requirements in a timely manner. and report to Finance and Administration Manager
- Assist the Finance and Administration Manager in providing technical support and training to partners and sub-grants as necessary.
Monitoring and Reporting:
- Assist the Finance and Administration Manager in preparation of expenditure against budget reports on a monthly, quarterly and annual basis by project for the country office as a whole.
- Assist the Finance and Administration Manager in preparation of expenditure against budget reports on a monthly, quarterly and annual basis by project, org code and account code.
- Ensure complete accounting records are maintained in good condition for a good period of time (following local, donor and WC-NY regulations). This includes but is not limited to vouchers, bills, invoices, procurements forms, authorizations, reconciliations, both paper and electronic records.
- Ensure back ups are made of Sun data at least twice per week, and that a copy of the latest back up is maintained at a secure location in the office or to a secure off-site location.
- Ensure proper tracking of outstanding advances and payables.
- Prepare a monthly report of outstanding advance and payable balance and report it to Finance and Administration Manager
Others:
- Assist Finance and Administration Manager to participate day-to-day guidance and advice to finance team specifically in accounting theory and practice, as well as in compliance with financial accounting policies and procedures.
- Assist Finance and Administration Manager to participate in the development of finance policies and procedures to be able to maintain a well-financially controlled environment.
- Assist Finance and Administration Manager to provide key input and guidance to the finance team in resolving pending items, or transaction problems and irregularities and ensure resolution in a timely and effective manner.
- Assist Finance and Administration Manager to provide assistance and support during internal and/or external audit. Draft audit response and ensure implementation of agreed audit recommendations.
Requirements:
- Bachelor's Degree in Accounting or Finance (CPA preferred).
- Minimum 3 years successful experience working in similar position with an NGO (local or international).
- Knowledge in accounting and experience managing computerized financial systems (Sun System preferred).
- Computer skills mandatory. Proficient in Microsoft Office Applications.
- Strong leadership and interpersonal skills, solid programming, financial and organizational development skills; strong coaching skills and excellent analytical and financial planning skills.
- Strong analytical and interpretative problem solving skills.
- Knowledge of the policies, regulations, reporting formats, and cultures of traditional donors, including AUSAID, UNESCO, USFWS, World Bank, Packard and others.
- Able to multi-task, establish priorities and meet deadlines.
- Good oral and written communication skills. English and Bahasa-Indonesia.
- Concern for wildlife conservation & environmental issues is essential.
2. Finance Assistant (Bogor Office)
Job Summary:
The Finance Assistant reports directly to the Finance Officer with close coordination with Field Finance & Administration Assistant and Project Staff.
The main responsibility of the Finance Assistant is to perform accounting and recordkeeping task for WCS-IP.
Responsibilities:
· Responsible for checking, ensuring complete and accurate documentation are attached to staff expense reports, staff advance request , and vendor payment request
· Responsible for ensuring complete and accurate documentation are attached to the vouchers prior to submission for review and approval
· Responsible for ensuring that receipts are collected upon payment to vendors
· Responsible for processing and monitoring accounts receivable and payable
· Maintain financial records for WCS-IP, including accurate record of expenditures, in line with WCS financial standards and under authority of the Finance Officer.
· Maintain a complete and orderly filing system for all finance documents
· Assisting Finance and Administration Manager in the ongoing audit process to prepare all vouchers and documents required
· Assisting Finance and Administration Manager in monitoring project and office cost compare to budget
· Undertakes other tasks as deemed necessary in line with the goal of providing management support to the Country Office as assigned by the Finance and Administration Manager
Requirements:
· Diploma Degree in Accounting or Finance or equivalent experience in a similar position with an NGO or INGO
- Computer skills mandatory. Proficient in Microsoft Office Applications.
· Interpersonal skills, solid programming, financial and organizational development skills; and excellent analytical and financial planning skills
· Strong analytical and interpretative problem solving skills
- Able to multi-task, establish priorities and meet deadlines
· Good oral and written communication skills. English and Bahasa-Indonesia
· Concern for wildlife conservation & environmental issues is essential.
3. Administration and Human Resources Officer (Bogor Office)
Job Summary:
The Administration & HR Officer will report directly to the Finance and Administration Manager. S/he will manage Office Operations including Vehicle Fleet, IT and Procurement, as well as Human Resources development.
The job of the Administration & HR Officer is to plan, direct, or coordinate supportive services of the organization to operate efficiently and cost effectively. This includes but is not limited to management of office space allocation, office security, facilities maintenance and operation, procurement, record-keeping, mails, materials scheduling, printing, reproduction, distribution, communication management, vehicle fleet management and other office support service. S/he will also develop, advises on and implements policies relating to the effective use of personnel within an organization. These cover areas such as working practices, recruitment, pay, conditions of employment, performance monitoring, staff development and employee counseling.
Responsibilities:
Management:
- Assist the Finance and Administration Manager to manage and coordinate administrative and general services for the Country Office and Field Offices.
- Supervise and manage performance of the Administration Assistant in Bogor Office and guide Finance and Admin Assistant in the field offices on office management.
- Assist the Finance and Administration Manager to participate in the development of Admin policies and procedures to be able to maintain a well-financially controlled environment. Ensure consistent application of policies across all offices.
- Provides day-to-day guidance and advice to staff specifically in interpretation and implementation of various office policies and procedures.
- Provides key input and guidance to the Admin and IT team in resolving pending items, or problems and irregularities and ensure resolution in a timely and effective manner.
- Maintains liaison with government agencies and other implementing partners as needed. Keep updated on relevant government rules and regulations.
Procurement:
- Develop and update procurement policies and procedures to ensure efficient use of organization's funds.
- Keep updated on local regulations and donor guidelines that affect the procurement process of the organization.
- Endorse vendor selection and issue approved procurement order forms.
- Negotiate pricing, terms, and conditions of sales and warranties of goods with key suppliers and vendors.
- Negotiate pricing, terms, and conditions of contracts with contractors and/or service providers.
Office Assets:
- Allocate office spaces to provide comfortable workstations and ensure necessary work equipment and other needs of the staff are available.
- Maintain an adequate stock of office supplies.
- Oversee regular maintenance of the office facilities, vehicles, furniture and equipments.
- Assure follow through on maintenance agreements or contracts.
- Responsible for keeping an inventory and order of office supplies, materials, vehicles, furniture and equipment.
- Manage asset disposal process ensuring it is within WCS, local regulation and donor guidelines.
Office Operations:
- Monitor the use of supplies and equipment.
- Coordinate the repair and maintenance of vehicles, office equipment, and office repairs.
- Negotiate leases of properties and ensure timely completion of contractual obligations.
- Primary liaison with the landlord and other service providers (internet, phone, car service, etc.).
- Maintain telephone, computer and internet system.
- Ensure efficient and effective transport and other logistic services.
Communication:
- Oversee the daily sorting and distribution of mail and other office correspondences.
- Assure that oral communication (both in person and by phone) is relayed to appropriate staff person.
- Assure requested announcements and information to be communicated across the organization and is followed through.
- Oversee the Admin Officer in filling letters/documents especially for important/confidential documents.
Visitor and Event Management:
- Set up procedures and policies for visitors and ensure its implementation.
- Ensures necessary support and services during major activities in the country office and field offices i.e. workshops, annual organization-wide meetings, HQ staff visits and trips by various donors and partners.
- Plan and prepare for meetings, conferences and conference telephone calls.
- Coordinate meeting logistics to ensure all materials, documents and equipment necessary for the meeting is available and that all concerned party is well informed.
Records Management:
- Maintain an efficient general filing system so that historical references can easily be filed and retrieved.
- Maintain the library materials and keep a database of such.
Human Resources Management:
- Recruitment and Selection
- Prepare personnel forecast to project employment needs. Identify staff vacancies and recruit.
- Assist in the interview and selection of applicants, and conduct reference checks on possible candidates.
- Assist Project Leads and other Department Heads in the development of job description for new positions.
- Ensure job descriptions of all staff are updated.
- Maintain up-to-date recruitment progress report, staffing database and all related HR communication.
- Process all local recruitment requests in an effective and efficient manner. Allocate human resources, ensuring appropriate matches between personnel.
- Develop, administer and evaluate applicant tests.
- Managing orientation program for employee to the organization and culture. Provide current and prospective employees with information about policies, job duties, working conditions, wages, opportunities for promotion, and employee benefits.
Compensation and Benefits:
- Prepare the salary matrix and staff grading to fit into the matrix.
- Analyze and modify compensation and benefits policies to establish competitive programs and ensure compliance with legal requirements.
- Prepare monthly payroll and make all necessary co-ordination to make a smooth and efficient operation (variable compensation, overtime, special payments). Ensure that accurate statutory deductions and other receivable are collected from staff.
- Prepare and submit the payroll documents to the Finance Department on a monthly basis.
- Compile all data needed for the annual salary review, and the annual performance appraisal analysis.
- Manage the staff insurance
- Prepare and follow budgets for personnel operations.
- Training and Development:
- Coordinate with the other department heads for development of a staff development plan that will include identification of specific trainings needed acquire new skills and enhance current skills
- Identify training providers and donor-provided training/workshops
- Maintain a database for training program of staff.
- Employee Relations:
- Perform difficult staffing duties, including dealing with understaffing, refereeing disputes, firing employees, and administering disciplinary procedures.
- Identify and handle complaints, disputes and grievances of all staffs and to report them to the Finance and Administration Manager and to the Country Director
- Serve as a link between management and employees by handling questions, interpreting and administering contracts and helping resolve work-related problems.
- Promote a conducive working environment through employee relations activities and communication.
- Conduct exit and grievance interviews with all departments/staffs. Provide terminated employees with outplacement or relocation assistance.
- Assist in handling all local labor cases.
Attendance and Leave:
- Monitor absences and leaves taken by staff and ensure current data is on hand at any given point in time.
- Review causes for staff absences/tardiness and recommend solutions to resolve habitual attendance difficulties.
- Monitor compensatory time offs availed by staff.
- Monitor staff travel and coordinate actions to ensure the smooth operation.
- Inform affected staff of prolonged unexpected absences from work and coordinate actions ensuring the continuity of project implementation.
Others:
- Provide secretarial services for the Country Director, Deputy Director, and Finance and Administration Manager from time to time.
- In coordination with the Finance and Administration Manager, administer the relocation and other overseas assignment benefits of incoming and outgoing country based expatriate staff.
- Provides assistance and support during internal and/or external audit.
- Ensure compliance with donor agreements regarding human resource and with local labor laws.
- Ensure that complete personnel files are kept up to date for all staff (past and present).
- Maintain records and prepare statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates.
- Ensure that expatriate staffs have current and appropriate working documents to work in Indonesia.
- To represent WCS to public, NGO, Government and donors as required.
- Undertakes other tasks as deemed necessary in line with the goal of providing management support to the Country Office as assigned by the Finance and Administration Manager.
Requirements:
· Bachelor degree in Management, Law or Psychology.
· Preferable 5 years experienced in similar position.
· Understanding of all aspect of human resources management.
· Excellent communications skills in Indonesian and English.
· Excellent management skills, demonstrating strong leadership and initiative.
· Concern for wildlife conservation & environmental issues is essential.
· An ability to work with minimum supervision and within tight deadlines.
· Team player and have very good interpersonal skills with an impeccable record of honesty and probity.
4. Administration Assistant (Bogor Office)
Job Summary:
The Administration Assistant reports directly to the Administration and HR Officer and will work closely with Project staff and Field Finance & Administration Assistant.
The main responsibility of the Administration Assistant is providing supportive services of the organization to operate efficiently and cost effectively. This includes but is not limited to management of office space allocation, office security, facilities maintenance and operation, procurement, record-keeping, mails, materials scheduling, printing, reproduction, distribution, communication management, vehicle fleet management and other office support service.
Responsibilities:
- Coordinate WCS-IP administrative function in the head office.
- Process all procurement for the head office and any major procurement in the field office. This includes but is not limited to contacting vendors, gathering of quotation, and coordination with requesting staff regarding the quality and specifications of the items/services requested, and completion of procurement orders
· Responsible for booking tickets and accommodation for WCS-IP staff, visiting WCS staff from New York and other country office , Consultants, Partners, Donors, etc.
· Be in charge of the reception area (accept visitors, answer the telephone, forward generic email to responsible staff, accept mails and deliveries, among others)
- Ensure upkeep of the head office and initiate the process for any required office repairs and maintenance.
- Ensure upkeep of the equipments and furniture and initiate the process for any required repairs and maintenance.
· Manage the office supplies inventory
- Perform annual and semi-annual physical inventory of all office assets (furniture, equipment, office and project supplies, and vehicle)
- Assist in meeting logistics. Organize monthly staff agenda and attendance list.
- Organize and maintain the office library
- Assist in filing letters/documents and writing letters
- Assist in information dissemination.
· Manage the schedule of office vehicle and driver
· Provide secretarial services for the Country Director and Other manager from time to time
· Undertakes other tasks as deemed necessary in line with the goal of providing management support to the Country Office as assigned by the Finance and Administration Manager
Requirements:
· Diploma Degree in Administration or equivalent experience in a similar position with an NGO or INGO
- Computer skills mandatory. Proficient in Microsoft Office Applications.
· Good administrative/office management skills
· Interpersonal skills, solid programming, financial and organizational development skills; and excellent analytical and financial planning skills
· Strong analytical and interpretative problem solving skills
· Knowledge of the policies, regulations, reporting formats, and cultures of traditional donors, including AUSAID, UNESCO, USFWS, World Bank, Packard and others
- Able to multi-task, establish priorities and meet deadlines
· Able to work with minimum supervision
· Good oral and written communication skills. English and Bahasa-Indonesia
· Concern for wildlife conservation & environmental issues is essential.
Apply by email to the Finance and Administration Manager – WCS Indonesia Program at recruitment@wcsip.org. Your application should include a short covering letter, an up-to-date CV, expected salary, and three professional references.
Deadline: 15 November 2013.
No correspondence, only short-listed candidates will be notified.
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