Operation Manager

3 weeks ago

Jakarta, Indonesia PATH Full time

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing heath challenges.

We are seeking an Operations Manager for a two-year project on primary health care (PHC) in Indonesia. The project aims to build upon previous Government of Indonesia’s investments to improve access to high quality PHC across the life-course among the most underserved populations in Indonesia. This will be a full-time position based in Jakarta, Indonesia.

Under the guidance, supervision and direction of the Global Project Administrator (PADM) and with support from the South East Asia (SEA) Hub Finance and operations Director, the Operations Manager’s specific responsibilities include:
- Represent PATH at formal functions with Government Authorities, project partners, donors and other INGOs for operations related topics.- Support to build relationships with Indonesia Government Authorities and to prepare documents for proper office registration; In coordination with program team, prepare and submit all required regular reports to Indonesia Government Authorities.- Ensure compliance with Indonesia administrative and financial procedures and relevant laws as well as PATH policies and procedures.- Ensure efficient systems are in place for the payment of all bills, invoices and staff reimbursements in manner consistent with PATH policies and procedures and in compliance with local law and requirements. Work with the Global PADM, the SEA Director of Finance and Operations, and HQ to develop and modify appropriate administrative and financial policies, manuals and procedures for Indonesia office.- Supervise the Accounting and Administrative Officer; Provide training, coaching, guidance and technical support to administrative and finance team members as required.- Provide orientation to new staff on finance and administrative systems, policies and procedures.- Prepare Indonesia office quarterly budget advances and coordinate with HQ Finance team for fund transfer.- Maintain bank accounts and banking affairs for the Indonesia office in close collaboration with PATH headquarters finance team.- Review and manage routine bank/cash transactions and monthly bank reconciliation.- Review office monthly ledgers and expense reports by reviewing/posting/approving financial transactions and accounting data in the computerized financial system, ensure proper and sufficient supporting documentation of all transactions and timely payment.- Monitor the advances, payable/receivable accounts, perform monthly/periodically reconciliations.- Manage staff payroll and benefits, payment of related taxes and insurance.- Work with internal/external auditors on project and office audit process.- Oversee selection of office local regular vendors and procurement of office supplies and equipment in compliance with PATH policy and procedure and donor regulations. Oversee project/office inventory and annual inventory physical count.- Assist Global PADM with conducting subrecipients’ risk assessment and monitoring subrecipients’ performance. Provide orientation, training and coaching to subrecipients’ staff on project administrative and financial regulations and requirements.- Lead on customs and clearance of all equipment purchased and shipped by project.- Prepare staff labor contracts, maintain staff personnel files, liaise with health insurance provider and assist with other HR related tasks.- Support HRBP with the local labor code and local practice knowledge.- Oversee process for obtaining required visas, travel permits, tax exemptions, and other necessary permissions from related Government agencies.- Develop relationships with operations staff at other NGOs to facilitate sharing relevant administration and finance information, and with contacts at various government offices who are responsible for visas, permits, and permissions to facilitate these processes.- Perform other tasks as assigned.

**Required Skills**:
- Advanced accounting and financial/admin management skills;- Excellent Word, Excel and PowerPoint processing and database skills;- Excellent communication and staff management skills;- Excellent organizational skills;- Professional attitude toward staff, partners and visitors;- Excellent negotiating skills;- Proven effective networking & collaborative skills;- Proven interpersonal skills and ability to work effectively with cross-functional teams;- Excellent written and spoken Bahasa Indonesian and English;- Ability to participate effectively in Team meeting calls with colleagues and partners;

Required Experience:
A minimum of ten years' experience with international organizations or NGOs in a related field, with at least five year in a supervisory position; Bachelor’s degree in accounting

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