ThinkWell Indonesia Job Vacancy: Finance and Administration Officer, Jakarta - Kerja Ngo

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ThinkWell Indonesia Job Vacancy: Finance and Administration Officer, Jakarta

Subject: Finance and Administration Officer

Finance and Administration Officer

Jakarta, Jakarta, Indonesia Full time

Description
Do you believe that everyone deserves access to affordable, quality healthcare? Are you driven by creativity, bold ideas, and disruptive innovation? Are you inspired by exceptionally talented, diverse, impact-oriented colleagues? Do you thrive in a dynamic, high-growth, fast-paced environment?

ThinkWell is a growing, flexible health systems organization, with both global influence and local grounding. Our focus is on driving transformation in the global health space by always questioning and disrupting conventional wisdom about what works or what can or cannot be done. We believe in pragmatisms over ideology and develop solutions tailored to a client’s context and political realities without replicating global models and all-purpose solutions. We know that to drive change, we must focus on how the world could be, rather than making excuses for the status quo.

ThinkWell Indonesia
ThinkWell is implementing a new five year project, Health Financing Activity funded by USAID. The project will work in partnership with the Ministry Health, BPJS-K, Ministry of Finance and other government agencies to provide evidence for health financing policy; build institutional capacity within government and research organizations to conduct analysis to inform national and sub national health financing policy reform; provide analytics for sustainable financing for JKN and health financing for public health, with a special focus on HIV, TB and MNH.

The Role
  1. ThinkWell is seeking a dynamic Finance and Administration Officer (FAO) who ideally has experience in projects financed by USAID.
  2. The FAO will work under the supervision of ThinkWell’s Operations Coordinator, report to the Chief of Party, and be responsible for project finance and administration of the project.
Responsibilities
  1. Ensure accurate, complete and timely recording of all financial transactions in ThinkWell financial accounting system following the Organization established accounting processes
  2. Ensure compliance with USAID, Local laws and ThinkWell policies and procedures for any expenditures incurred and ensure any necessary authorisation is obtained
  3. Provide inputs for the timely submission to the Indonesian Ministry of Health, Quarterly Financial Reports, no later than the 10th of April, July, October and January of each year.
  4. Prepare annual BAST reports
  5. Manage Bank transactions and ensure monthly reconciliations are done and approved;
  6. Manage petty cash if applicable and ensure at least monthly petty cash counts are performed and supported by a petty cash count form.
  7. Support staff member and consultants with administrative and financing tasks
  8. Support and monitor cash flow management activities for the HFA projects to ensure adequate funds to support the project activities
  9. Prepare a monthly summary report for project expenditures to review and monitor
  10. Develop financial plans and forecasts for projects to support work planning including developing budget for activities
  11. Ensure timely submission of Timesheets by Project staff
  12. Ensure proper and timely reconciliation of advances given to staff
  13. Review all travel expense reports, workshop expense reports and any other reconciliations for authorization, accuracy, allowable expenses, charge codes and accounting for advances. Follow up on resolutions of all questioned items and see that they are resolved in a timely manner.
  14. Review the travel and workshop expenses for subcontractors following the USAID and ThinkWell policies and procedures. Updating the remaining balance of the travel and workshop of the subcontractors. Work closely with the subcontractors to solve any issues related to the travel and workshop.
  15. Prepare for submission to OAA USAID/Indonesia, the annual VAT payment log report
  16. Support the management of relationships with external finance and accounting resources, including local bank, outsourced tax, tax officers/tax account officer, audit, and legal vendors
  17. Ensure local vendors are paid timely so to avoid any fees or penalties
  18. Liaise with Tax preparer and provide support to the preparation of annual returns.
  19. Liaise with Auditor and provide support to the preparation of annual audit reports.
  20. Prepare and manage all scheduling for partner meetings, workshops & minutes
  21. Prepare written communication such as drafting letters in Bahasa Indonesia as required for the administration of country office
  22. Assist with translation of simple documents from English to Indonesian and vice versa
  23. Support Staff in editing documents and presentation as required
  24. Assist with travel planning and logistics
  25. Purchase office equipment and computer hard and software as required
  26. Maintain an equipment inventory tracker
  27. Act as liaison between US staff/IT vendor to manage IT equipment
  28. Supervise direct report if any and train TW staff and other partners on TW procedures when deemed necessary or applicable
  29. Any other duties assigned by supervisors
Requirements
  1. Minimum Bachelor’s degree in accounting, finance, business administration or related degree
  2. 5-7 years of professional experience of project finance and administration with extensive knowledge of and successful experience with USAID, US government FAR regulations, and other donors interested in development
  3. 5 years experience in managing subcontractors/grants under USAID Award
Skills and Competencies
  1. Skill in accounting, budget preparation, implementation, tracking and analysis, and reporting
  2. Able to work independently with minimum supervision
  3. Able to work under pressure and meet the deadline
  4. Ability to multi-task and to be effective in high-pressure situations
  5. Good communications skills, including negotiation skills particularly with supervisor, colleagues and vendors.
  6. Demonstrate high quality in interpersonal skills, including patience, diplomacy, willingness to listen and respect for beneficiaries.
  7. Coach
  8. Excellent attention to detail and poses sound technical skills.
  9. Problem-solving skills, creative and initiative.
  10. Sound planning and organizational skills
  11. Proficiency with QuickBooks or proven experience with any other similar accounting system or software
  12. Proficiency in Ms Office applications including word and excel, hands on work experience with accounting systems Open to and empowered by critical feedback
  13. Occasional travel may be required
  14. Fluency in English
Who you Are
  1. Inspiring leader who models the principles of conscious leadership
  2. Able to rally staff around ThinkWell’s advocacy-oriented and transformative vision
  3. Possesses a distaste for the status quo of the development sector with a burning desire to catalyze its transformation
  4. Have a ‘can-do’, ‘anything is possible, ‘start-up’ ethos combined with a strong sense of urgency and action orientation
  5. Strong believer that traditional, top-down management is a relic of the past and used as a last-resort management tool.
  6. Thoughtful systems thinker with grounded, pragmatic understanding of the complexities of achieving development outcomes
  7. Burning penchant to fearlessly challenge conventional wisdom
  8. Committed to modeling a work culture that strongly espouses individual authenticity, radical feedback, intelligent failure, and collective impact
  9. Able to flourish in a dynamic, often chaotic, organization that fundamentally values iteration and evolution over stability and predictability
  10. Able to externally represent and convey ThinkWell’s passion, conviction, impatience, anger, and desire to see change
  11. Intuitive ability to relate and connect with people from different cultures, orientations, and operating lenses (political, technical, funder, business partner, etc.); with special acumen on maintaining positive relations in a virtual world.
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