Finance and Administration Specialist

7 months ago

Jakarta, Indonesia DAI Full time

**JOB DESCRIPTION FOR FINANCE AND ADMINISTRATION SPECIALIST**

**Project Title**: Fleming Fund, Indonesia

**Position**: Finance and Administration Specialist

**Location**: Jakarta (On-site)

**Level of Effort**: Full time

**Project Duration**: 2 years

**Reports to**: Deputy Team Leader

**Project Overview**
- The Fleming Fund is a U.K Department of Health and Social Care programme to help low
- and middle-income countries fight antimicrobial resistance (AMR). DAI’s Fleming Fund programme in Indonesia is a collaboration with the Indonesian government to strengthen systems using a “One Health” approach—a multisectoral approach to complex health problems that reaches across human health, animal health, and environment sectors. DAI helps Indonesia become a leader in combating AMR, and a model for better management of antimicrobials in human and animal populations.

**Position Summary**
- The Finance and Administration Specialist will be responsible for overseeing and managing financial and administration processes of the Fleming Fund Indonesia Country Grant. This includes conducting thorough due diligence on financial management, managing budget, reviewing financial data, preparing forecasts, and ensuring the accuracy of financial documentation. The role also involves financial oversight, compliance and serving as a focal point for audits. Additionally, the post holder will handle HR and administration task to support overall project operations. Therefore, familiarity with general HR and administration functions in the context of Indonesia will be an advantage.

**Key Responsibilities**

**Finance**:

- Conduct thorough due diligence on financial management processes and documentation at the field level.
- Develop and maintain a budget tracking system to manage the project budget effectively.
- Review financial data and project funds flow.
- Prepare forecasts and ad hoc financial reports for the project.
- Ensure the accuracy of task codes, activities, project codes, and expenditure types.
- Oversee financial processes on-site to ensure compliance and accuracy.
- Serve as a focal point in external and internal audits and financial reviews.
- Ensure all financial records are complete, accurate, and audit-ready.
- Liaise with DAI Home Office on financial issues and resolve problems and respond to enquiries.
- Process and record customs, taxes, and other government fees or licenses as required.
- Support the quarterly financial report preparation.
- Initiate wire requests for field project implementation.
- Verify vendor and subcontractor invoices for accuracy.
- Ensure accurate and timely processing of invoices, advances, reimbursements, checks, and wire transfer payments.
- Ensure requests for payments have appropriate approvals.
- Ensure the timely deposit of cash receipts.
- Record and assign costs based on the approved budget in Field Expense Recorder (FER).
- Perform monthly bank reconciliations and monitor bank account balances.
- Compile backup documentation for all project-related transactions, ensuring completeness and proper approvals.
- Maintain and safeguard bank checks, cash receipts, and petty cash.
- Support the management of banking relationships.
- Maintain file management systems for soft and hard copy documentation.
- Maintain files on procurement/subcontractor documents and modifications as applicable.
- Support periodic cash counts.

**Taxes**:

- Manage the administration of tax obligations, including calculation of withholding taxes, payment, submission of tax returns, and distribution of withholding tax slips to staff, consultants, and vendors.

**HR and Administration**:

- Assist in the recruitment, onboarding, and training of new staff.
- Maintain and update personnel records, ensuring confidentiality and compliance with HR policies.
- Support the development and implementation of HR policies and procedures.
- Manage office administration tasks, including procurement, logistics, and facilities management.
- Coordinate and support staff meetings, training sessions, and other HR-related activities.

**Job Requirement**
- Bachelor’s degree in finance, Accounting, Business Administration, or a related field; Master’s degree or professional qualification (CPA, ACCA) preferred.
- Minimum of 5 years of experience in financial management, preferably in donor-funded projects.
- Strong knowledge of financial and accounting principles and practices.
- Experience with financial management tools including proficiency in the use of Excel.
- Excellent analytical and problem-solving skills.
- Strong attention to detail and ability to ensure accuracy in financial reporting.
- Ability to manage multiple tasks and meet deadlines.
- Excellent communication and interpersonal skills.
- Fluency in English is an essential requirement.
- Ability to work effectively in a team and independently.
- Experience with Indonesian tax regulations and compliance.
- Experience in HR and administrative func

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