Administrative & Finance Professional (Papua Barat) – FORCLIME 4.0 149 views

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Job Description

The Forests and Climate Change Program (FORCLIME) supports the Government of Indonesia in its endeavour to mitigate the effects of climate change through forestry sector reform, capacity development and implementation of best management practices for sustainable forest management and biodiversity conservation. Field-based activities are being supported in selected districts of the provinces of Papua, West Papua and Central Sulawesi to Reduce Emissions from Deforestation and Degradation (“REDD” activities) and develop a forest-based bioeconomy. FORCLIME is funded by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by GIZ (German International Cooperation) with the Indonesian Ministry of Forestry as the Program Executing Agency.

The Programme’s overall objective is to reduce greenhouse gas emissions from the forest sector while improving the livelihoods of Indonesia’s poor rural communities in Eastern Indonesia. To achieve this goal, the Programme team assists the Indonesian Government and provincial authorities in designing and implementing legal, policy and institutional reforms for the conservation and sustainable management of forests, at local, provincial and national level. Support to mobilize climate finance for forest resource management are a feature of the programme, providing decision-makers with experience of how REDD can be implemented “on the ground”.

 Responsibilities

  • Ensuring that financial administration functions well in accordance with GIZ standard procedures
  • Financial planning, monitoring and accounting for GIZ-assisted projects
  • Perform task concerning the filing system and other documentation
  • Effective coordination with colleagues of the FORCLIME accounting section in Jakarta.
  • Supporting and troubleshooting on all administrative issues within the project
  • Maintaining a good work relationship between the project, the partners, the GIZ-Office in Jakarta, and other GIZ-offices/projects/institutions
  • Prepare and maintenance project office including the equipment and supplies required
  • Conduct training and capacity building on administrative procedures for partner organisations, if required
  • Filing documents in reference files, in DMS in line with GIZ’s filing rules and in DMS (GIZ file Station)

 Tasks

1. Administration

  • Operating the telephone and informing staff of important communications
  • Manages incoming and outgoing correspondence, invoices, post and fax, priorities, distributes and follow up including uploading to DMS.
  • Supports and checks office logistics (supplies & stationeries) and reports it to Office Manager
  • Manages the vehicle arrangement, monitors vehicle logbook and ensures it is filled out properly by driver including monitor the validity of car insurance, prolongation of car licenses 

2. Travel and Event Management

  • Responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
  • Coordinates with Office Manager on the mode of service delivery
  • Responsible for preparing and organising administrative and logistical (venue / hotel) aspects of programme activities (trainings, meetings, workshops, etc.)
  • Coordinate and organise rooms for meetings including needed equipment etc. required
  • Compiling the result of hotel bidding process
  • Compile data of training/ event list in the soft file format and upload them to DMS regularly (budget proposal, request of event & approval, contract/agreement, awarding process and attendance list)
  • Follows up third party receivable for all travel & event-related matters, such as collecting and compiling e-tickets, refunded air ticket, hotel payment, etc. based on project and office journal
  • Responsible for organizing administrative (DRA etc) and logistical aspects of team members traveling modes
  • Responsible in monitoring flights Millage (GFF, etc.)
  • Support for request and settlement advance for events and travel (RKA) for staffs in Papua Barat
  • Responsible for organizing and maintain documentation and filing systems, including copy of attendance list of the event according to GIZ standards and compiling data from attendance list of each event conducted in Papua Barat

3. Financial Administration

  • Collect and prepares proper receipts and supporting document
  • Prepare accounting for voucher and enter to petty cash including entry for electronic cash book
  • Operate petty cash, include maintenance and daily cash flow record
  • Responsible for bank management e.g., the opening of new bank accounts, monitoring of daily bank transactions, executing bank payments prior approval from Office Manager,
  • Bank transactions and Bankbook entries according to GIZ accounting principles
  • Monitors income, expenditure and the monthly bank reconciliation
  • Carries out accounting tasks using WINPACCS bank/cash book software and prepares monthly end-of-period accounts and bank reconciliation vouchers
  • Submits the end-of-month accounts from the project accounting, cash books and account balance vouchers (through or from WINPACCS) to Jakarta Office
  • Drafting the monthly budget plan and request of funds (PfM) towards GOJ
  • Prepares monthly and annual budgets and monitors deviations
  • Monitors real accounts (payables, TPR/receivables), Obligo, follows up and reports regularly to the officer responsible for the contract and cooperation and the financial/office manager
  • Monitoring and support for settlement advance
  • Control and supervision of monthly accounting and financial planning
  • Reports when there is surplus or deficit of cash money respectively when the real money in the cash exceeds the amount of according to regulation
  • calculates & withdraws the tax of consultant processed in the project
  • follows up the monthly Error Sheet

4. Contracts on Financing Arrangements

  • Involved closely in financing arrangements (Local Subsidy & Financing Agreements) processes together with CPO in country office, from reviews technical aspects of documents, draws up draft contract, conducts eligibility check, agrees on conditions with GIZ’s commissioning party
  • Ensure that routine check to recipients on the progress of drawing up and submission of financial report are done in time
  • Provide solution to questions arise from recipients of financing arrangements by having close coordination with country office on standards minimum requirements of financial report for financing arrangements

5. Inventory

  • maintains and records the list of project inventory/ assets including list of IT equipment and its software
  • monitoring, checking and labelling the office inventories according to project’s inventory list and OuR based on a regular basis
  • Responsible for routine physical check on inventory list at least once a year

6. General Tasks

  • photocopies and scans documents as needed
  • Conduct training and capacity building for partner organisations (e.g NGO, universities) for administrative processes and project management.
  • reports without delay to the person responsible for accounting on all problems in financial administration and compliance with rules

 7. Other duties/additional tasks

  • performs other duties and tasks at the request of management
  • Contributes actively to a good working climate and team working within the project

 

Job Requirements

Qualifications

  • certificate/diploma or comparable qualification from a commercial academy (accounting) 

Professional experience

  • at least 5 years’ professional experience in a comparable position

Other knowledge, additional competences

  • in-depth knowledge of accounting software
  • good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • very good knowledge of the European language widely used in the country, ideally a knowledge of German
  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management 

Duty Station: Manokwari

Joining Date: a.s.a.p.

Direct Supervisor: Senior Administrative Professional

How to Apply

Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on January 28th, 2021.

Please indicate your application by putting the following code in the subject line: FORCLIME 4.0 – AFP Papua Barat 

Please name your file as follow format:

[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate] (i.e: Nakula Sadewa _CV or Nakula Sadewa _Motivation Letter or Nakula Sadewa _Reference)

 

Only short-listed candidates will be notified.

  • This job has expired!
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