Lowongan Fauna & Flora International; Head of Finance & Administration

The Head of Finance and Administration is responsible for ensuring the efficient and effective financial and administrative management of FFI’s operations in Indonesia, in compliance with internal policies and procedures, contracts/grant agreements and relevant statutory and regulatory frameworks.

You will have a strong proven track record in financial and administrative management, preferably in a similar sized, international, not-for-profit organization.

A qualified accountant, you will ensure appropriate financial and operational systems, policies and procedures are in place in alignment with FFI’s global systems, policies and procedures..  You will ensure timely and  accurate financial  budgeting,  monitoring  and  reporting  in  accordance  with established accounting principles and practice and FFI’s global principles and practice.

With a strong knowledge and understanding of immigration, tax and employment law, you will ensure that FFI’s HR operations are delivered in compliance with legislation and in accordance with FFI global practice, acting to minimize organizational risk and liability.

Your excellent people management, communication and interpersonal skills, together with your commitment to compliance, will enable you to provide the necessary guidelines and support to colleagues  across  FFI  Indonesia  to  ensure  adherence  to  internal  and  external  rules  and regulations.

TERMS AND CONDITIONS


Start Date:  As soon as possible

Duration of Contract:  Open

Probation Period:   Three months

Benefits:   Health Insurance,  Maternity  Allowance,  BPJS                                      Kesehatan/Tenaga Kerja,Jaminan Pensiun-DPLK, THR   (Religious Allowance)

Salary:  Dependent on skills and experience

Location:   The position is based at the FFI Indonesia Programme Office, in Jakarta, with regular travel across Indonesia

Hours of Work: This is a full-time position, working Monday to Friday from 9.00am to6.00pm, with a one hour lunch break between     12.00pm and 1.00pm. 
JOB DESCRIPTION

Job Title: Head of Finance and Administration, FFI Indonesia Country Programme

Reporting to: County Director, FFI-IP with technical  reporting  to  the  Finance  Business  Partner,  Asia-Pacific (UK)

Line Manager of: Finance Manager, FFI Indonesia Country Programme Administration Manager, FFI Indonesia Country Programme

Key Internal Relationships:    Project Managers, FFI Indonesia Country Programme Regional Finance Manager, Asia-Pacific


Purpose:
To ensure the efficient and effective financial, administrative and human resource management of FFI’s operations in Indonesia, in compliance with internal policies and procedures, contracts/grant agreements and relevant statutory and regulatory frameworks

Responsibilities

Financial Management

Oversee the financial management of the Country Programme and its projects, ensuring timely and accurate financial budgeting, monitoring and reporting in compliance with legislation and statutory, institutional and donor and funder regulations
Lead in the development and implementation of financial policies, procedures and guidelines
for Country Programme offices that are fit for purpose and accord, to the extent possible, with institutional policies, procedures and guidelines
Monitor and manage compliance with FFI financial policies and procedures, with particular
reference to FFI’s Global Delegation of Authorities
Working with the Finance Business Partner and project managers, and with the support of in- country  finance  teams,  provide  timely  and  accurate  review  and  approval  of  Country Programme management accounts
Working with the Finance Business Partner and project managers, and with the support of the
Finance Manager, ensure timely and accurate financial reporting, to meet institutional and funder and donor requirements
Ensure financial records are maintained to meet in-country, wider institutional and funder and
donor auditing requirements
Working with the Finance Business Partner and Finance Manager, support Country
Programme teams in the preparation of annual budgets and periodic forecasts
Working with the Finance Business Partner, support the implementation and utilization of new systems and processes for financial management with Country Programme teams, providing advice and guidance on data structures and operating procedures
Support Country Programme teams to meet best practice financial management through the
provision of information, guidance, and training 
Review funding and donor proposals (prior to submission) and resulting contracts and grant agreements (prior to approval) to ensure they include accurate budgeting, staff and overhead charging and cost recovery and are appropriate to, and comply with, FFI operating standards and implementation conditions within Indonesia
Monitor and manage compliance with funding and donor terms and conditions,         including co-financing and procurement requirements
Ensure project audits are carried out promptly and in accordance with contracts and grant agreements
Alongside  the  Finance  Business  Partner,  monitor  project  balances  across  the Country
Programme on an ongoing basis and follow up any issues arising
Oversee  the  timely  submission  of  invoices  and  internal  transfer  requests  to          maintain appropriate cash flow
Oversee  and  ensure  timely  and  accurate  submission  of  time sheets  to  meet institutional deadlines
Develop and implement a clear mechanism for financial interactions between the Jakarta Office and project field offices in Indonesia
Carry out internal financial audits and/or local finance assessments as agreed with         Head of Finance, FFI (UK)
Ensure and monitor full recovery of Jakarta Office and core staff costs within donor budgets
Support the FFI (UK) and FFI USA annual statutory audit processes by coordinating         audit queries and gathering information across the Country Programme
Support  in-country  finance  teams  to ensure  that  all  relevant  local          statutory/governmental reporting and audit requirements are met

Administration Management
Ensure the Country Programme secures and maintains office facilities and equipment that are fit  for  purpose  and  ensure  that  appropriate  security  measures  are  in place  to  safeguard premises and equipment
Ensure that IT provision is fit for purpose
Lead the development and implementation of administration systems, policies, procedures and guidelines for Country Programme offices that are fit for purpose and accord, to the extent possible, with institutional systems, policies, procedures and guidelines
Oversee Country Programme procurement in compliance with institutional and funder and donor requirements
Oversee the recording and maintenance of Country Programme assets

Team Management and Development
Ensure appropriate human resources are in place, with the necessary level of knowledge, skills and expertise to deliver efficient and effective finance and administration functions
Provide strong and motivational line management to the Finance Manager and         Administration
Manager  through objective setting, continuous performance management, annual         appraisals, training  provision  and  personal  development  planning  to  develop  the individuals  and  the Finance and Administration functions
Oversee the service delivery of the finance and administration functions, setting and agreeing key performance indicators and targets for improvement and ensuring work plans are in place to meet team and individual aims, objectives and timelines 
·       Human Resources

·       Oversee the HR function, with support from the HR Department in the UK, to ensure HR

Ø  Compliance with Indonesian legislation, including:

Ø  Overseeing the development and implementation of contracts of employment and HR policies and procedures that accord, to the extent possible, with institutional HR practice and that comply with local labour laws

Ø  Signing contracts in accordance with FFI’s Delegation of Authorities

Ø  Overseeing  the  development  and  implementation  of  tax,  social  security  and  other mandatory systems in compliance with local labour and tax laws

Ø  Overseeing the securing of necessary visas, work permits etc.

·       In accordance with FFI’s Delegation of Authorities, oversee and provide support as required to the recruitment of local and international staff and consultants

·       Provide training to Country Programme staff, as appropriate, to ensure timely, high quality and efficient execution of financial transactions, processes and reporting

·       Assist in the overall training and development of finance and administration staff

        Manage the legal compliance of FFI’s operations in Indonesia, supported by the Finance and

Administration teams, including:

Ø  the securing of registrations, permits, letters of authority etc. necessary for the presence of FFI and the implementation of FFI operations in Indonesia

Ø  the securing of insurances necessary for the implementation of FFI operations in Indonesia

Ø  the submission of statutory in-country returns, accounts etc.

·       Remain up-to-date with statutory and regulatory frameworks relevant to operations in Indonesi
·       Manage the development of Memoranda of Understanding (MOUs), Memoranda of Agreement (MOAs) and sub-grant agreements with regional and national government and partners, in consultation with the Director of Operations, Asia-Pacific and in accordance with FFI documentation and FFI’s Delegation of Authorities
·       Act to minimise organisational risk and liability

Health & Safety

·  Manage the implementation of, and adherence to, FFI’s global Health & Safety policies and procedures and Risk Assessment and Management Procedure

· Develop, implement and ensure adherence to nationally-relevant Health & Safety policies and procedures
· Remain informed of Health & Safety and security issues within the Country              Programme and communicate issues of concern swiftly to the Country Director, advising of potential impact on staff, operations, projects and finances

PERSON SPECIFICATION 

Essential Desirable Skills

·       Qualified accountant with a minimum of 7 years PQE

·       Excellent financial management and numeracy skills, including budgeting, monitoring and reforecasting

·       Excellent people management skills, with ability to motivate and performance manage individuals to achieve excellence

·       Excellent written and verbal communication and interpersonal skills

·       Fluency in Indonesian and English (spoken and written)

·       Strong prioritisation and time management skills, with ability to work to multiple deadlines

·       Strong Microsoft Office skills, including Outlook and Excel

Knowledge and experience

·       Proven track record in financial and administration management at similar level

·       Proven grant management experience

·       Understanding of the statutory and regulatory frameworks within which to operate

·       Experience developing and implementing financial and administrative policies and procedures

·       Experience in institutional development and capacity building

·       Knowledge and understanding of immigration, tax and employment law

·       Knowledge and understanding of Health & Safety

·       Experience working with government agencies, communities and community-based organisations, partner NGOs and for-profit entities

Behavioral qualities

·       Commitment to FFI’s mission and vision

·       Commitment to organizational and legal                 compliance
·       Commitment to responsible management                 of donor funds
·       Output-driven

·       Rigorous and diligent approach to work

·       Ability to work under pressure

·       Team player, demonstrating ability to seek out and harness the views and contributions of others

·       Ability to build positive personal and organizational relationships

·       Ability to work within a multi-cultural environment

APPLICATION PROCESS
 Applications, consisting of a covering letter, a full CV and contact details for two referees should be sent electronically to Matthew Shale, Finance Business Partner, Asia-Pacific, at matthew.shale@fauna-flora.org

 In your cover letter please 1) explain why you feel you should be considered for this post, 2) highlight your relevant skills, knowledge and experience and how they meet the requirements of the role profile and 3) explain why you are interested in applying for this post.

  The closing date for applications is Friday, 6 September 2019.

 Candidates selected for interview will be contacted by email or telephone. Please specify your preferred method of contact in your covering letter and indicate where you saw the position advertised.. Please mark your application ‘Head of Finance and Administration, FFI Indonesia Country Programme’. No agencies please.

 Regrettably, due to limited resources and the high number of applications we receive, we are only able to contact short-listed candidates. If you do not hear from us within four weeks of the closing date, please assume that you have not been successful on this occasion.

 APPLICANTS WITH DISABILITIES  

FFI encourages applications from individuals with a disability who are able to carry out the duties of the post.  If you have special needs in relation to your application, please contact, HR & Admin  Manager, FFI, on Tel: + 021-2276-4295 or Email: indonesia@fauna-flora.org


 FFI values diversity and is committed to equality of opportunity


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