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Terms of Reference for Accounting Officer (Temporary)

Deadline: 2015-09-04
BACKGROUND
The ASEAN Foundation (AF) was established in December 1997 by ASEAN Foreign Ministers in fulfilment of the decision of the ASEAN Leaders. It is a non-profit ASEAN body under the ASEAN Charter and is mandated to promote greater awareness of ASEAN and greater interaction among the peoples of ASEAN, as well as their wider participation in ASEAN activities.

JUSTIFICATION
The ASEAN Foundation requires a temporary accounting officer to work in the Finance and Administration Unit of the ASEAN Foundation. This is to ensure that the general accounting tasks of the organisation is not interrupted and financial reporting of the organisation is not delayed further.

GENERAL OBJECTIVE
The temporary accounting officer will be supervised by the Head of Finance and Administration and will work collaboratively with the Finance Officer and programme staff. The temporary accounting officer is expected to perform general accounting duties as well as to provide support to the Finance Officer in grant management and the Secretary with regards to procurement matters.

TASKS INVOLVED
Finance and Accounting
  • General accounting tasks, including reconciling and maintaining balance sheet accounts and general ledger operations, preparing journal entries, preparing monthly closing and financial reports, preparing account/bank reconciliations
  • Ensure all expenses are within assigned project budget and verify the completeness of all required supporting documentation for all payments voucher
  • Ensure account receivables and payables activities are performed accurately and timely
  • Settle amounts due, or recover outstanding receivables
  • Ensure account receivables and payables activities are performed accurately and timely
  • Settle amounts due, or recover outstanding receivable
  • Ensure timely and accurate monthly and year end closure of accounts, including bank reconciliation, and submit reports to the Executive Director as per prescribed deadlines
  • Ensure all expenses are within assigned project budget and verify the completeness of all required supporting documentation for all payments vouchers;
  • Ensure financial data on the accounting software, Quickbooks 2015 is updated
Grant Management
  • Assist the Financial Officerin reviewing budget proposals of grantees and sub-contractors, if relevant
Administrative
  • Ensure proper and complete documentation and filing for easy retrieval of all accounting related documents;
  • Track benefit accumulation for the foundation staff and produce monthly summary;
  • In collaboration with the Secretary, implement the ASEAN Foundation’s procurement of goods and services in accordance with the prevailing policies and procedures, obtain written requests for quotations, tracking items ordered, and maintain inventory control and contract tracking system; and
  • Perform other duties as assigned by the Executive Director and the Direct Supervisor.
EXPECTED RESULTS
Finance and Accounting
  • Monthly financial reports to available on the 7th day of the month
  • Financial Data on Quickbooks 2015 updated and on track
  • Year-end Closure of Accounts available for 2015 external auditing
Grant Management
  • Inputs to budget proposals of grantees and sub-contracted incorporated by the respective parties
Administrative
  • Documentation and filing of accounting related documents are up to date
  • Monthly summary of benefit accumulation for the foundation staff
  • Updated inventory control and contract tracking system
QUALIFICATIONS AND SKILLS
Essential
  • Completion of a Bachelor's Degree in Accounting, Business Administration, Management with at least 5 years of relevant experience in an international not for profit organisation or a donor agency
  • Knowledge and hands on experience with Quickbook Accounting Software
  • Proficient in Microsoft Excel
  • Fluency in oral and written English and Bahasa Indonesia
Personal Qualities
  • Flexible, creative, responsive, able to take initiative, reliable, able to follow through on tasks, able to work within systems and procedures, open to learning, able to work effectively in a small team environment involving the sharing of information and at times sharing workloads;
  • High level attention to detail and accuracy;
  • Able to analyze and integrate potentially conflicting numerical, verbal and other data from a number of sources;
  • Willing to demonstrate, apply and share expert technical knowledge across the organization;
  • Able to work independently and multi-task and meet deadlines.
THE CONDITION:
  • The successful candidate shall be offered the post for a period of six months
APPLICATION PROCESS
Please send your application letter indicating the applied position Temporary Accounting Officer, curriculum vitae, expected salary/monthly lump sum and recent photograph no later than 4 September 2015 to: recruitment@aseanfoundation.org