Admin and Finance Assistant 147 views

Role  Purpose

Meaningful child and youth participation is an important aspect of Plan Indonesia’s work, given Plan Indonesia’s work mandate as a leading organization in the fulfilment of girls’ rights equality. Currently, Plan Indonesia has various forums for youth participation, either through activities in projects/programs, influencing, sponsorship, and internal governance, such as the Youth Advisory Panel.

So far, both youth and Plan staff have faced various challenges in implementing meaningful participation, such as understanding the forms of participation, internal policies, funding, to strengthening networking and collaboration with youth organizations or communities. The creation of the Influencing department reinforces Plan Indonesia’s need to strengthen its contribution to the youth movement.

In addition, the influencing department also sees the importance of the role of children and youth in increasing public awareness regarding issues that affect them. As an effort to strengthen youth involvement and participation of various activities such as campaigns, advocacy, to promotions that will be carried out in Fiscal Year 2022 (FY22) and so forth. Following current pattern, there would be major activities and events in influencing department, especially campaigns, which require a lot of resources in their implementation, such as the annual International Day of the Girl’s Girls’ Takeover (IDG-GTO) agenda and the Girls Leadership Program. The most needed resource in conducting this big event are related to administration. Responding to this need, the influencing department will recruit a Campaign and Youth Engagement Admin Assistant (CYE Admin Assistant) for campaign and advocacy related activities, especially those involving children and young people.

Finance and Admin Assistant will work under the supervision of Influencing Director to support administrative and financial roles of Influencing Director including travel arrangement, cash advance and liquidation, meeting schedules, etc. The job holder will also be responsible to support administrative and financial functions of various influencing department activities and events, such as policy dialogue, campaign events, workshops and strategic meetings with stakeholders and youth. The roles will include developing contracts for vendor, consultant, resource person, moderator, facilitator; creating payment request; managing cash advance, and filing all important and relevant documents for influencing department.

The job holder will work closely with finance and procurement division under operation department. The key competencies required for this position will be: excellent administrative skills, such as recording and filling administrative forms; adept with technology especially Microsoft office, Google forms, meeting platforms such as zoom; familiar with SAP Application; good command in Bahasa, English would be a plus, in written and spoken. The experience needed for this position will be minimum 2 (two) years of experience working on administrative jobs.

Dimensions of the Role

• Collect and complete financial reporting needs such as receipts, liquidation forms, reimbursement forms, and so on.
• Support other administrative and financial tasks in the Influencing Department such as hiring consultants, developing partners contract and requesting payments and other activities.
• Coordinate with the procurement and finance department at YPII for administrative tasks.
• Operate Plan’s Systems Administrators Program (SAP) or other system used by the organisation
• Ensure and resolve administrative needs related to child protection such as informed consent, risk mitigation, ethics and so on.
• Coordinate with potential participants or resource persons, especially children and young people, to technically facilitate their participation in activities (registration, transportation, fee, etc).
• Complete various administrative work that appears in future activities.

Key Relationships

Key internal contacts

• All Influencing team
• Finance Division
• Logistic Procurement Division

Key external contacts

• Children and youth groups
• YPII’s Network Partners (resource person / moderator from various background, i.e. government officials, public figures, NGO activists, youth champions, academia, etc)
• Consultant & Vendor of Influencing Departments

Technical Expertise, Skills and Knowledge

Qualifications:

• Bachelor’s Degree with minimum 2 years of experiences in administrative work.
• Adept at technology, such as Microsoft Office, Google forms, meeting platforms such as zoom.
• Experienced in working on administrative requirement such filling forms, collect invoices, develop contracts, etc.
• Experienced to support development project or NGO events particularly from the aspect of administration and finance.
• Familiar with administration and finance system such as SAP.
• Good with numbers, a detailed and logical person and .
• Familiar with child rights and gender equality issue is a plus.
• Team player with good communication skills and good attitude
• Proven ability to work under pressure with multiple concurrent demands
• Honest, reliable and fast-learner

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organization, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

Physical Environment

Duty station is in Jakarta with frequent attendance to Plan Indonesia Jakarta Office. Office environment is open space with shared table and locker. Very rare travel to field. During COVID-19 pandemic, mostly working from home until further notice from the office.

Level of Contact with Children and Young People

High level: Frequent interaction with children and young people