Protection International Vacancy: Administration, Finances and Logistics Officer - Jakarta, Indonesian

CALL FOR A PART-TIME ASSISTANT TO PROTECTION INTERNATIONAL (PI) IN JAKARTA (ADMINISTRATION, FINANCES AND LOGISTICS OFFICER) Bac... thumbnail 1 summary
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Protection International Vacancy: Administration, Finances and Logistics Officer - Jakarta, Indonesian
CALL FOR A PART-TIME ASSISTANT TO PROTECTION INTERNATIONAL (PI) IN JAKARTA (ADMINISTRATION, FINANCES AND LOGISTICS OFFICER)

Background:
This is a call for an Administration, Finances and Logistics Officer to work with the Protection International Indonesia Desk in Jakarta. Protection International (PI) is an international non-profit organization based in Brussels, Belgium.

PI’s aim is to provide ongoing and effective support to human rights defenders in the region through building their capacity in security and protection management and to ensure that those defenders can in turn offer greater protection to the victims and witnesses they work with.

The Administration, Finance and Logistics officer will be hired as soon as possible for an initial one year contract. The contract can be renewed depending on satisfaction with the work and upon funds available. The trial period will be three months.

Main Responsibilities:
In charge of administrative, financial and logistical tasks. He/she is liable to both PI representative in Indonesia and PI Finances Director in Brussels. He/she will oversee the finance and administration of staff members based in Indonesia.

Key responsibilities:

Administrative tasks:
  • In charge of in- and outgoing post
  • Keeps track of all dates and terms of possible contracts (rent, internet, insurance, maintenance, etc)
  • Organizes the filing of all PI documents and archives
  • Trains staff in relevant financial/expenditure reporting related to their responsibilities as well as other administrative, financial or logistics responsibilities they may have
Human Resources Management:
  • Helps prepare work contracts according to instructions from PI representative
  • Sees that all personnel files are complete
  • Helps manage the presence and absence of employees (sick leaves, annual leaves, maternity/paternity/parental leaves, compassionate leave) 
  • Checks and approves all documents prepared by the administrative officer/accountant in Brussels for the payment of salaries of staff and presents them to PI representative for signing
  • Edits salary sheets for the signature of PI representative
  • Makes payments of all required taxes when applicable
  • Assists in adjusting and finalizing together with PI Representative a Human Resources Policy for PD- Indonesia.
Finance Tasks:
  • Is responsible for the follow up of cash management
  • Co-signs with PI representative (or any other officially entrusted personnel) the authorization of expenditures after verification of planned and budgeted expenses
  • Compiles monthly financial and management accounting reports
  • Maintains cash books, cheque register for all bank accounts and produces monthly reconciliation statements for each account 
  • Ensures effective accountability of all finance disbursements/remittances
  • Monitors and advises on the financial status of various projects and programmes
  • Advises on any accounting procedures, policies, directives and laws that accrue to non-profit organizations in Indonesia
Logistical tasks:
  • Takes care of office maintenance and purchase of needed stationaries and assets 
  • In charge of maintenance of an inventory of all purchased items
  • Manages contractual negotiations and agreements with suppliers and service providers
  • Co-ordinates with office staff on logistics for trainings and workshops
  • Helps organize meetings, travel logistics within Indonesia for PI staff
General tasks:
  • Contributes to the development of the organizational security plan, updates it and abides by it
  • Observes the Mandate of PI in all work carried out.

Required Abilities:
  • At least 4 years experience in administrative and financial operations of international NGO
  • High level of proficiency at Microsoft Excel and Accounting software programs such as quickbooks,or MYOB for financial management 
  • Ability to establish priorities and to plan, coordinate, implement and review work processes and plans
  • Effective and clear reporting and communication skills
  • Ability to take initiative and work autonomously
  • Experience in a multi-cultural and/or international work environment
  • Commitment to gender equality as well as to cultural, ethnic, sexual orientation and religious equality
  • Excellent interpersonal skills and ability to establish and maintain effective working relationships in a multi-cultural environment with sensitivity and respect for diversity
  • Proven team work skills.
Desired abilities:
  • Familiarity with human rights defenders’ and human rights issues in Indonesia
Location: The position is based in Jakarta, Indonesia
Languages: Fluency in spoken and written English and Indonesian
Working days: 2,5 days per week (20 hours)
Monthly remuneration: To be discussed

Applications including a letter of motivation, CV and contact of two references should be sent to: tessa_deryck@protectioninternational.org by July 10, 2014

Further information about the activities of Protection International can be obtained from

For further questions or enquiries, please contact tessa_deryck@protectioninternational.org

Only shortlisted candidates will be contacted.
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