AlamatPurpose of the Position:
The Finance and Admin Officer will support all aspects related to finance and administration at the provincial level. The position coordinates closely with the Finance Coordinator in the national office for the management of program finances at the provincial level, and with Office and Admin Coordinators in Jakarta for the management of the Admin functions, and with other operations coordinators and specialists in Jakarta as needed for the management of other operations functions.
Working with children
Is this position likely to come into contact with children? ☒ Yes ☐ No
Duties: Under the direction of the Provincial Manager and in close technical coordination with operations coordinators at the National Office, the Provincial Finance and Admin Officer will be responsible:
General Finance:
Prepare payment transactions including employee advance, and petty cash voucher. Ensure all transactions supported with proper, accountable, and completed documents and alignment with Palladium/INOVASI Finance Guidelines and DFAT standard.
Support the Finance Coordinator in archiving financial documents based on monthly Cashbook report through copying and scanning all document related to each Payment Approval Form (PAF) from Provincial Office.
Verify all transactions to ensure they are within approved budgets and advise the Finance Coordinator on any discrepancies.
Prepare accurate monthly cash book reports on provincial expenditures and send these together with scanned copies of original receipts and other expenditure-related documentations, such as: Bank Statement, Bank Reconciliation, etc.
Prepare accurate monthly cash advance aging report, bank receipt voucher (BRV) register and follow up any advance outstanding before it is due as per finance guidelines.
Support the Provincial Manager by preparing monthly and quarterly provincial level forecasts and send to Head Office in Jakarta.
Prepare monthly expenditure tracking against the forecast, and activities cost.
On the basis of internal cash available and planned expenditure, send monthly cash requests for the program and operational to the Head Office in Jakarta.
Uphold Palladium’s policy of Zero Tolerance on bribery and corruption, and ensure due diligence is followed;
Ensure all transactions are entered against the correct account GL Codes, Project Codes, and ensuring proper cost distribution to correct activities.
Establish and maintain a database of local vendors or facilitators; local government; stakeholders; etc.
Other duties as may reasonably be required by the Provincial Manager or the Finance Coordinator consistent with the incumbent’s qualifications and experience.
Any other task relevant to the main duties and responsibilities of this position, as assigned by its supervisor.
Grant Management (if any):
As per needed, support the Finance Coordinator in reviewing sub-grants, grantee programmatic and financial reports, and grant payment documentation.
Where it is requested, to provide support to the Grant Management team to provide financial management capacity building to the Grantee.
Support the Finance Coordinator to ensure grant activities compliance with INOVASI Project and DFAT rules and regulations.
Internal Control:
Ensure effective internal controls, timely response to external or internal audits and other reviews, and appropriate coordination with the head office.
Conduct further investigation to irregularities and misappropriation related to fraud, bribery and corruption.
Liaise with external parties in relation to statutory reporting/audits;
Tax:
Prepare withholding tax calculation for art. 21, 23, 4(2) and incorporate it in Local Transactions as part of payments.
Conduct online verification to all VAT receipts (“Faktur Pajak”) before submission process to Finance Department in Jakarta.
Prepare monthly tax recapitulation which will be submitted to Finance Department at Head Office Jakarta for monthly tax payment.
Administration and Procurement.
Ensure all administration functions, processes and system implementation in INOVASI office are in-line with Palladium and Project’s manual, guidelines, and policies.
Lead in the day-to-day maintenance of the INOVASI office and its facilities, including ensuring an effective and safe working environment, oversee the cleaner to ensure rooms are clean and tidy, coordinate security services for the building, staff amenities, furniture and equipment, stationery and supplies, phone and internet provision, hardware and software, electronic aids, IT support services.
Be the first point of contact for visitors to the INOVASI office.
Be the focal point and manage all aspects of INOVASI program travel in provincial level, including accommodation bookings, transport, travel request including its safety and logistic. Provide operational support to visiting consultants and program visitors.
Supervise the office helper, cleaner, and drivers, including performance management, timekeeping, and scheduling.
Provide administrative support to HR team at provincial level in managing personnel leave tracker, insurance and communication arrangements, mobilization and recruitment arrangement, including meeting interviews and travel.
Serve as petty cash custodian and prepare the petty cash report and submit the request for its replenishment in timely manner and support other areas of financial management as required.
Ensure accurate and efficient management of correspondence, invitations, files, records and all its hard and soft copy filling system, include softcopy filling management on SharePoint, and also contact databases.
Act as provincial office Safety and Security Focal Point (SSFP) and be the first touch point of office safety and security. Ensure office, assets and personnel safety and security in all areas are compliant with the Occupational Health and Safety Guidelines and the Indonesia Project Security Guideline. Ensure the provincial Emergency Communication Tree List is updated at the provincial level and that workplace inspection check list is always conducted.
In charges for the day-to-day procurement process, conduct the market survey to the supplier, prepare selection document, purchase/task order and other related documents as required in procurement process, and ensure all procurement documents are completed and it is uploaded and save in timely manner on online data management (SharePoint).
Ensure all goods and services are procured with Value for Money (VfM) principles, and each step of procurement process and any technical specifications are understood and complied, on-time and in-line with DFAT and Palladium/INOVASI Procurement rules, guideline, and policies.
In coordination with Procurement Team, to identify and select preferred suppliers, conduct market research, negotiate with suppliers, update the database of preferred suppliers if needed;
Prepare and complete supporting documents for invoices from suppliers and/or subcontractors and provide procurement documents based on the completion of procurement activities both in hard copies and soft copies and ensure that all approvals are available, and records are safely secured.
Ensure timely and safe delivery of goods and services as ordered; provide goods-received-note for received goods.
Maintain office asset register and ensure all receipt document needed is available in assigning assets to employees and whenever assets are returned. Ensure office asset register and asset receipt & return register is always accurate, up to date, and in coherence with national asset register managed by Office & Admin Coordinator in INOVASI national office.
In coordination with Program Team and/or Procurement Team, coordinate with sub-contractors & event organizer, and ensure all procurement and administrative aspects of events; meetings, trainings, or workshops are well conducted and in-line with Palladium guidelines, policies and manual.
Coordinate with Program Officer, provide logistic and operational support for Program Team in arranging meetings, events, workshops, including venue, accommodation, transportation, catering, and other tasks as required.
Oversee the use of operational consultants and resources persons, and provide direction, capacity building or advice to ensure their use in province is effective.
Other operational tasks as may be needed by the Provincial Manager, including providing support to other provinces as needed.
