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Position DescriptionTitle: Finance and Accounting Officer
Classification: Locally Recruited Staff – Level 3
Report to: Head of Finance and Administration
Direct Report: N/A

Term of EmploymentThis position is for an initial period of 1 year, after which the position will be evaluated subject to organisation needs and regular performance review.

This is a re-advertisement. Candidates who applied earlier do not need to re-apply. Fresh graduates are welcome to submit their applications.
Position SummaryReporting to the Head of Finance and Administration, the Finance & Accounting Officer is responsible for preparing financial reports and maintaining records of assets, liabilities, revenue and expenditure, payments and other financial activities. S/He conducts regular checks of the internal controls, leads the preparation of the monthly accounts closure of the operation, and ensures that disbursements are in accordance with the budget and the ASEAN Foundation’s Financial Rules.

Functional RelationshipDevelop and maintain effective, collaborative relationships with the following:

Internal (within Post)
  • Executive Director
  • All Official Staff of the ASEAN Foundation
External (outside Post)
  • Vendors/Contractors
  • Donors
  • Partners
Roles and Responsibilities
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;
  • Perform finance analysis, reporting and management tasks;
  • Oversee the validation of transactions and verification of their overall impact on the general accounts;
  • Lay down and validate the accounting systems and tools;
  • Review financial paperwork and procedures, provide recommendations and make necessary changes;
  • Ensure all expenses are within assigned project budget and verify the completeness of all required supporting documentation for all payments vouchers;
  • Prepare payments, bank transfers and do the bank transactions
  • Produce periodic financial reports and other financial documents for the management of the ASEAN Foundation in accordance with the prevailing policies and procedures;
  • Prepare financial reports for donor(s);
  • 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;
  • Prepare invoice to the projects for services and cost share
  • Ensure account receivables and payables activities are performed accurately and timely;
  • Settle amounts due, or recover outstanding receivables;
  • Identify and resolve invoicing issues, accounting discrepancies and other financial related issues;
  • Assist in designing, implementing, and maintaining audit-compliant internal financial controls; 
  • Prepare and coordinate financial audit;
  • Ensure timely and effective follow up to audit observations and recommendations;
  • Update the Executive Director on financial status of the organisation;
  • Protect ASEAN Foundation’s assets through maintenance of asset register, internal control and audit procedures; and
  • Prepare staff payroll administrations, including fringe benefit computations.
Grant Management
  • Assist the Grant Management Officer/Programme Officer in reviewing budget proposals of grantees and sub-contractors
Administrative
  • Ensure proper and complete documentation and filing for easy retrieval of all accounting related documents;
  • Identify and provide feedback and suggestions to management related to improvements to the ASEAN Foundation's policies, procedures, processes and financial systems and related programs;
  • Track benefit accumulation for the foundation staff and produce monthly summary;
  • In collaboration with the Administrative Associate, 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.
Person Specifications
Education and Experience
Essential
  • Completion of Bachelor Degree in Accounting or Finance with minimum of 3 years’ relevant work  experience
  • Postgraduate degree in Accounting or Finance or 2 years of relevant work experience
  • Work experience from reputable audit firms, international organisations or donor organisations
Qualifications and Technical Skill
Essential
  • Ability to prepare and maintain the full set of accounts
  • Knowledge and hands on experience with Quickbook Not for Profit Accounting Software
  • Fluency in oral and written English and Bahasa Indonesia
  • Proficient in Microsoft Excel
Desirable
  • Knowledge of another ASEAN language other than Bahasa Indonesia
  • Knowledge of international donor agency requirements and regulations
Personal Qualities
  • High level attention to detail and accuracy
  • Ability to follow through on tasks
  • Flexible, creative, responsive, able to take initiative, open to learning
  • Reliable
  • Able to work within systems and procedures, work effectively in a small team environment involving the sharing of information and at times sharing workloads
  • Able to analyse 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 organisation;
  • Able to work independently and multi-task and meet deadlines.
APPLICATION PROCESSPlease send your application letter indicating the applied position Finance & Accounting Officer, curriculum vitae, expected salary/monthly lump sum, no later than 18 July 2016 to: recruitment@aseanfoundation.org

Only selected candidates will be notified