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INOVASI 3 - East Java, Provincial Finance & Admin Officer

Palladium: Make It Possible

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4-6 Years
4 months ago
320 Viewed
0 Applied

Job Description

Project Overview And Role

Indonesia's Vision 2045 sets the goal for Indonesia to transition from a resource-based economy towards an advanced service, technology, and knowledge-based economy by the centenary of its independence (2045). The 2025-2045 National Long Term Development Plan emphasizes the urgency of Indonesia's human resource development to fully realize 2045 goals.

Faced however with persistent low student performance that is emblematic of a learning crisis, significant improvement in student learning will be required to reach Indonesia's 2045 goals. Government of Indonesia (GoI) has started an ambitious program of education reforms. Successive education ministers have set out to modernize the education system through reforming the national curriculum and teaching and assessment approaches, to produce citizens with strong foundational skills, open minds, and inclusive values.

Australia is a long-term supporter of the Indonesian basic education sector, with continuous investments supporting education quality improvements for the past two decades, including through the INOVASI program (Phase 1 2016-2020; Phase 2 2020-2023) that focused on supporting acquisition of literacy and numeracy foundational skills in early grades classrooms; exploring local problems and solutions; and generating evidence to inform government policy development and practices.

This third phase of INOVASI (2024-2027) builds upon the existing program's approach and lessons learned and takes the focus on the development of foundational skills through to the end of the primary grades. Phase 3 will engage with priority issues of Australia's development policy: gender equality, effective inclusion of children with a disability, responses to the climate change challenge in education. It will focus on the challenge of policy implementation and the gaps that exist between national policies and practices at district and school levels and use the well attested-success of INOVASI's local problem-based approach to continuously support policy development for effective fit between policy and implementation context.

The Program is implemented by Palladium on behalf of DFAT.

Primary Duties And Responsibilities

Purpose 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.

Required Qualifications

The Provincial Finance and Admin Officer will possess the following qualifications and experience:

  • Degree in Finance, Accountancy or other relevant qualification.
  • Minimum 4 years experience as a Finance Officer or equivalent post; experience working on DFAT or another bilateral donor project preferred.
  • Thorough understanding of IT systems, including advanced computer skills in MS Word, MS Excel, and the internet.
  • Demonstrated ability to promote and initiate work processes and complete given assignments with minimum supervision.
  • Ability to communicate effectively, both verbally and in writing, with accounting and non-accounting professionals.
  • Excellent written and verbal communication skills in Bahasa Indonesia, fluency in English advantageous.
  • Sound problem solving and decision making skills.
  • Ability to work independently and as a part of a team.

Application closed on Tuesday, March 19 2024 at 11.59 PM (Jakarta time)

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. A copy of Palladium's Child Protection Guidelines is available on our website: thepalladiumgroup.com/policies

Due to the anticipated volume of applications, only successful candidates will be contacted. All applications should be submitted through the Palladium website. Should you experience any issues lodging an application online please contact [Confidential Information] stating the position in the subject line .

Company Overview

About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives.

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at [HIDDEN TEXT] and we will be in touch to discuss.

Safeguarding - We define Safeguarding as the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.
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Last Updated: 09-03-2024 01:45:08 PM
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