Position title     : Project
Admin & Procurement

Reporting Line  : Operation Manager

Duration             : 1 Nov 2016 – 30 September 2017

Work Base         : Jakarta

Roles Purpose   : Reporting to Operation
Manager, Project Admin will be part of a team of long-term and short-term
professionals. She/he will assist Operation Manager in office administration to
support the operations of Wahid Foundation in Jakarta Office.

Specific responsibilities and tasks:

General Administrative Support

·        
Receives and answers phone calls and
emails.

·        
Greets
and assist visitors to the office.

·        
Keep project agenda’s
up to date, arrange meetings and appointments.

·        
Drafts
correspondence and prepare database tracking for in/out documents.

·        
Participates/drafts/develop
minute notes during office meeting and/or other meetings as required.

·        
Act as
translator /interpreter as required.

·        
Maintains and
update administrative files, organize office filling/archiving system.

·        
Ensures
that all administrative work is clean, secure, and well maintained.

·        
Administrative
support to the team.

·        
Completes
special projects and miscellaneous assignments as required.

 Logistics and Office Operations

·        
Responsible
for administration paper work with vendors or third parties
including biddings, procurement processing, and Purchase Order preparation.

·        
Maintains vendor
database.

·        
Reviews invoice
from vendors related to the PO released, complete all supporting documents
needed before payment processing.

·        
Assists in daily
office and field operations by ensuring timely provision of equipment,
stationary, office supplies and other services required.

·        
Maintains office
inventory, conduct regular checking, coordinate maintenance and replacement
when required.

·        
Ensures maintenance
of office, utilities and other properties, coordinate repairs and ensure
arrangement for official functions.

·        
Replenishment of
pantry, business cards and stationary items.

·        
Assists in
processing company’s business license.

·        
Provides support to
finance unit in collecting staff’s expense report and banking services.

Event, Travel and Visa Arrangement

·        
Provides logistic support for office
personnel, outside consultant field trips and international visitors
including making hotel reservations and arranging transport.

·        
Develops and
maintains list of staff travel.

·        
Assists to arrange
expatriate’s formal documents (e.g. visa, work permits, custom clearance,

police report certificate, etc).

·        
Responsible for
workshop, training, or meeting arrangement and assists the official
administrative duties related to the event.

·        
Prepares and
maintains workshop/training/meeting attendance list and other documentations.

Recruitment Support

·        
Collects CVs from prospective candidates.

·        
Updates and
maintains candidate roster.

·        
Assists with staff recruitment process,
including posting job descriptions, arranging interview schedule, filling
recruitment forms.

·        
Develops tracking
system to monitor progress status of recruitment process.

Qualifications   :

I.                   
Education

Minimum of Bachelor’s Degree
in Administration, Management or any other relevant
disciplines  

II.                 
Experience

Minimum three years of relevant experience

III.               
Competencies and Skill

·        
Excellent command of spoken and written
English

·        
Computer literacy and proficiency in the
use of Microsoft Office tools

·        
Strong interpersonal skills and have the
ability to engage with other staffs and outside consultants, including
experience in cross-cultural environment and international settings

·        
Self-motivated, well organized and creative
in solving problems

·        
Ability to work quickly, accurately and pay
attention to details

Position title     : Finance
Admin

Reporting Line  : Accounting

Duration             : 1 Nov 2016 – 30 September 2017

Work Base         : Jakarta

Roles Purpose: Finance Admin will report to Accounting
Team. The Finance Admin is responsible for financial
administrative duties to support office operational financial duties. The
Finance Admin will
conduct routine financial duties, liaise with internal project team, bank,
vendors, and other stakeholders. Assisting Accounting Team by carrying out  financial
tasks, maintaining finance files, coordinate with program staff as required.  

Specific responsibilities and tasks:

·        
Fund Management. Manage cash funds for all project, processing project fund request periodically.

·        
Banking transaction. Prepare documents for payment and
coordinate with corporate bank in banking related transactions.

·        
Prepare voucher, and review the invoice or payment request for
accuracy, allocability, allowability. Ensuring each procurement document is
complete and in accordance with Project Manual, ensuring appropriate approval
and backup  documentation for each voucher.

·        
Tax Calculation on Vendor/Consultant Invoices. Properly calculating
tax on each transaction according to relevant Indonesia Tax Law and
Government regulations.

·        
Processing and maintaining advances to staff, follow up
outstanding advance, and review the advance settlement records and documents.

·        
Petty Cash Management. Maintaining the daily record
of petty cash book, payments, and preparing the reconciliation weekly and monthly

·        
Bank Reconciliation. Assist in the preparation of
monthly bank reconciliation, and review bank reconciliation report of
Offices.

·        
Enter all transaction into the accounting system; identify
the proper account codes and expenditure type for each transaction.

·        
Maintain Finance related Database in SANGO. Entering and updating finance
related information in SANGO.

·        
Maintaining VAT Exemption request. Prepare the documents and
coordinate with institutions related to VAT exemption process for vendor
invoices.

·        
Development of Activity Budget. Coordinate with Accounting
team to develop
activity budget  (workshop, trainings, or events).

·        
Assisting Accounting team to conduct the assigned financial
tasks, coordinate with regional staffs on financial matters, advising
appropriately on matters requiring their attention.

·        
Document Filing. Maintaining orderly filing system of all financial
documents and reports.

Qualifications   :

I.                   
Education

Bachelor’s
degree in accounting, finance, business administration and similar
degree

II.                 
Experience

A minimum of 2 years of progressively responsible
experience in an accounting related field.

III.               
Competencies and Skill

·                    
Excellent proficiency with knowledge of
Microsoft Office (mainly in excel); familiar with financial software

·                    
Strong organizational skill with a
willingness to take initiative and be proactive, possesses problem solving
and time management skills.

·                    
Demonstrate careful attention to detail.

·                    
Demonstrate ability to handle a heavy
workload and changing priorities and tasks under strict deadlines.

·                    
Excellent communications and personal
management skills, ability to relate to people at all levels of an
organization with different multi-cultural backgrounds.

·                    
Strong interest and ability to work
effectively in a team environment.

·                    
Fluency in English is required

Position title     : Accounting
Officer

Reporting Line  : Operation Manager

Duration             : 1 Nov 2016 – 30 September 2017

Work Base         : Jakarta

Roles Purpose : Responsible for providing assistance
to Operation Manager in financial and accounting process, e.g. prepare Monthly
& Annual Financial Reports; ensure all financial
reports in line with Indonesian Financial Accounting Standards
(IFAS), Generally Accepted Accounting Principle (GAAP), Wahid
Foundation financial
policies and procedures, donor requirements, partner requirements, and all
other applicable laws, rules and guidelines; ensure tax compliance;
assist the audit (local & international); and including budgeting, tax
report, asset management, etc.

Specific responsibilities and tasks:

·        
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

·        
Enters all financial transactions in
the accounting system in accordance with
the accounting standards

·        
Ensure timely and accurate monthly and year end closure of accounts,
including bank reconciliation,

·        
Ensure account receivables and payables activities are performed
accurately and timely

·        
Maintains supporting documentation for all
transaction

·        
Ensure availability of transaction document such as invoice,
assignment letter, accounting forms, etc

·        
Make good documentation of finance documents, including copy, scan and
filing system regularly

·        
Prepare tax report and tax payment accurately, in timely manner and in
accordance with tax regulations.

·        
Maintain the fixed asset (list/register) and depreciation schedules

·        
Assist on regular check physically for updating asset list

·        
In-coordination with Finance Admin  for
monitoring advance request, daily cash position and petty
cash transaction

·        
Assist on annual budget process

·        
Preparation and coordination of audit process.

·        
Other finance & accounting responsible as per requested
by supervisor

Qualifications   :

I.                   
Education

Bachelor
Degree in Accounting

II.                 
Experience

At least
3 years experiences in similar position in NGO or private of development. Combination of
commercial and not-for-profit financial accounting experience
highly preferred

III.               
Competencies and Skill

·        
Knowledge of Indonesian
Financial Accounting Standards (IFAS), Generally
Accepted Accounting Principle (GAAP), and
Tax

·        
Good knowledge in preparation and calculation of Taxes

·        
Fluency in English, written and oral

·        
Strong computer skills in Microsoft office, especially MS Excel &
MS Word

·        
Good knowledge and familiar with accounting software; SANGO Accounting Software highly
preferred

·        
Ability to work effectively in an atmosphere of multiple projects,
shifting priorities, and deadline

·        
Good analytical skills & excellent personal and interpersonal
skills, honesty, good self-confidence, independence and consistence

·        
Ability to perform to a high level under limited
supervision

·        
Accuracy, attention to detail and number

·        
Could work well under pressure and independently in a fast-paced and
dynamic environment

·        
Fast learner and ability to work independently and in a team

·        
Previous audit experience from reputable audit firm(s);

·        
Brevet A and Brevet B certified