Finance and Operations Officer
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of: Infectious Diseases Detection and Surveillance (IDDS) Finance and Operations Officer in Indonesia.
Overview: The Finance and Operations Officer will support the diagnostics systems capacity building work for the USAID Infectious Diseases Detection and Surveillance (IDDS) project that serves the Global Health Security Agenda, TB programs and other related initiatives. IDDS supports select governments and their relevant ministries in the strengthening of their human and animal health diagnostic systems for infectious diseases, TB and antimicrobial resistance (AMR).
The IDDS project has three key objectives:
- Improve the detection of diseases of public health importance and identification of AMR through an accessible, accurate, adaptable, timely and integrated diagnostic network
- Improve the quality of real-time surveillance systems for pathogens of greatest public health concern, including AMR and zoonotic diseases
- Generate evidence-based guidance and innovative solutions to strengthen in-country diagnostics and surveillance systems
The Finance and Operations Officer will provide support and assistance to the technical team on project finance and operations in Jakarta, will coordinate with the FHI 360 Country Office to provide financial and operational support including procurement. S/he will be responsible for operational and finance duties associated with travel and activity planning including logistics and procurement arrangements as well as facilitating financial document management of IDDS.
The position will be based in Jakarta, Indonesia.
DUTIES AND RESPONSIBILITIES
- Assist with the planning, logistics, and management of meeting, workshops, and trainings.
- Responsible for coordinating travel authorization (TA) and travel expenses report (TER) of staff and coordinate with finance staff to ensure timely submission of the TAs and TERs. Make staff travel arrangements e.g hotel booking, ticketing, travel insurance, etc
- Serve as point of contact for all logistical and finance needs for the IDDS project
- Develop, maintain, and update an accurate inventory list of all IDDS project property.
- Manage the procurement process and inventory of office supplies, computer peripherals, software, furniture, publications, subscriptions, and equipment in accordance with FHI 360 and USAID regulations. Work with Regional office and US office to request appropriate approvals for all procurements.
- Conduct annual inventory review and prepare annual inventory report for submission to the Procurement and Operations Manager.
- Support project closing process as needed.
- Set up, maintain, and update the filing system to include financial reports submitted to the FHI 360 Jakarta office and headquarters (APRO and US based)
- Maintain and record IDDS project expenditures, including verification of invoices and supporting documents prior to making payment and filing
- Prepare the monthly financial reports for submission to the finance team and ensure proper receipts and backup documentation are in place
- Review project financials report for month end closings, including but not limited to, bank and petty cash accounts reconciliations, travel reconciliations, and travel advance
- Maintain financial filing system in accordance with FHI 360 Indonesia policies
- Ensure that all borrowed equipment has been recorded as checked out and returned after use by staff and/or consultants
- Work with Country IDDS team and IDDS Finance Specialist to support development of program budget according to the country’s requirement.
- Work with country team to update the budget forecast based on previous month actuals and any updated WP.
- Work with finance and in-country finance to adjust expenses if needed
- Run monthly expense and review against budget.
- Update reforecast on the Forecast workbook on SharePoint
- Recommend appropriate purchasing approaches and strategies to reduce cost where appropriate.
- Perform other duties as assigned
- Bachelor degree or its international equivalent in finance, Accounting or other relevant qualification.
- Minimum 3 years’ experience in a similar business field
- Detail oriented
- Strong organizational skills
- Basic computer skills, with ability to use Microsoft, and other applications such as Sharepoint
- Strong written and verbal communication skills including in English
- Must have experience with U.S. government rules and regulations and experience working in an international NGO environment.
- Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
- Experience of proactively identifying risk, addressing issues and appropriately communicating these to the project staff and country office as needed.
- Able to work independently and on a team.
- Ability to meet deadlines with strong attention to consistency, detail, and quality.
- Ability to travel within country if needed.
- Authorization to work in Indonesia.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
Interested candidate please apply through FHI 360 career portal below by the latest May 7, 2021
We offer competitive compensation and an outstanding benefit package.
FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is committed to providing equal employment opportunity without regard to race, color, religion, sex, gender identity, sexual orientation, national or ethnic origin, age, disability or status as a veteran with respect to policies, programs, or activities.