Swisscontact Vacancy: District Admin And Finance Officer based in Aceh Southeast - Indonesian

Swisscontact promotes economic, social and ecological development by supporting people to successfully integrate into local commercial ... thumbnail 1 summary
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Swisscontact Vacancy: District Admin And Finance Officer based in Aceh Southeast - Indonesian
Swisscontact promotes economic, social and ecological development by supporting people to successfully integrate into local commercial life. Swisscontact creates opportunities for people to improve their living conditions as a result of their own efforts. The focus of its systemic intervention in the private sector is the strengthening of local and global value chains. Through its projects, Swisscontact works to enable access to professional training, promotes local entrepreneurship, creates access to local financial service providers and supports the efficient use of resources with the goal of successfully promoting employment and income generation.

The foundation is based in Zurich, Switzerland, and is active in 29 countries and has some 750 employees.

The SCPP is a large Public Private Partnership (“PPP”) in Indonesia which has started in January 2012. The Program is financed by the Swiss Secretariat for Economic Affairs SECO, The Sustainable Trade Initiative IDH, the Embassy of the Kingdom of the Netherlands, and five Private Sector Companies from the cocoa sector for the duration from 2012 – 2015. The Program works directly with 60,000 cocoa farming households in six Indonesian Provinces to improve farm productivity and livelihood conditions.

For our Sustainable Cocoa Production Program (SCPP) in Indonesia, we are looking for a

DISTRICT ADMIN AND FINANCE OFFICER (DAFO) - Aceh Tenggara

Overall Task  
The District Admin Finance Officer (DAFO) act as Cash Accountant is in charge to ensure the proper cash accounting of the SCPP Program and timely manner payments of the Program in the districts office along with administrative task.

Task, Authority, and Responsibility
Administration:
  • Responsible for keeping filing system of project activity and financial documentation, and correspondences as well.
  • Assist the Field Coordinator and or Field Facilitators for preparing minutes of meeting of SCPP staff and or project management meeting in the Field.
  • Organize documentation of staff time recording, and staff leave form of Field staff.
  • Organize overtime calculation of Office Support Assistant (OSA) and submit to HR & Admin Officer - Sumatera.
  • Ensure availability and effective management of office supplies and stock record updating.
  • Answer, screen forward and or return phone calls as well as the message.
  • Responsible for travel arrangement and hotel reservation for project staff, and official visitors (as requested) in coordination with HR & Admin Officer - Sumatera.
  • Assist the Field Coordinator for logistical arrangement of project meeting, workshop, and other project events as requested.
  • Assist the Field Coordinator for preparing the administration matter of project meeting, workshop, and other project events as requested such as invitation, list of attendance, and its equipment. 
  • Control and review the car LOGBOOKs which are submitted by the Office Support Assistant (OSA)s and then provide the resume on monthly base.
Finance/ Cash Accountant:
  • Received all payment vouchers upon request of payments to staffs and third party;
  • Checking all payment vouchers arithmetical, and properly coding to respective budget.
  • Ensure all vouchers are adequate supporting documents and following SOP SCPP Program such as travel policy, cash management, and procurement standard, attendance list of FFS and training held in Field are in place in cooperation with Field Coordinator. If not correct return to requester;
  • Prepare payment trough petty cash and bilyet giro trough bank and ensure all payments are timely manner upon approval of payment by Field Coordinator (FC);
  • Entry entire payments into MYCASH system after payment done according to correct code of account; 
  • Conducts a petty cash count with Field Coordinator in a weekly basis. 
  • Send the biweekly financial report to Regional Finance Officer - Sumatera in test export of transaction from filed format in a timely manner/according to the schedule.
  • Send copies all vouchers to Supervisor Regional Finance Officer - Sumatera office for accounting purpose  timely manner; 
  • Controlling outstanding cash advance of staffs especially the old outstanding (beyond 1 month) an listed holder of outstanding cash advance end of the month;
  • Prepare monthly money order Field office in cooperation with Field Coordinator and submit to the Finance Manager (FM) latest on 26th every month;
  • Foster good relationship bank officer and update ultimate service to smooth business;
  • File entire financial documents;
  • Provide administration task to Field office such as but not limited: typing letter, control log sheet project car, motor bike; project           documentation, register project assets, and etc.;
  • Other tasks arise during the course in needed requested either by Field Coordinator, or Program Manager, or FM, and Program Director.
Communication, Supervision, and Reporting
  • Prepare monthly money order in coordination with the Field Coordinator and submit to Cash Accountant in main office the latest on 5th every month.
  • Send the be-weekly financial report to Sr. Cash Accountant Officer in test export of transaction from filed format.
  • Working in close cooperation with Sr. Cash Accountant, and Project Officer in project main office for ensuring the proper accounting process of SCPP project.
  • Report to the Field Coordinator and Sr. Cash Accountant.
Duties applicable to all staff
  • Actively work towards the achievement of the Program’s goals.  
  • Abide by and work in accordance with the Swisscontact’s code of conduct.
  • Perform any other work related duties and responsibilities that may be assigned by the line manager.
Education/Qualifications Required Preferred
Bachelor's degree in Management or equivalent  from an accredited academic institution, preferably in Accounting, Office Management or a related discipline.
 
Experiences                      
  • At least 3 years of progressively responsible experience in Finance and Accounting.
  • Experience in change management, including development and implementation of communication strategies, or in Administration management preferably in an international, non-profit environment.
  • Experience with extensive administration function in non profit organization
Skills/knowledge
  • Strong organizational, planning, management skills and experience working inter-culturally.                                    
  • Demonstrated ability to deliver high quality outputs on time.                                  
  • Good interpersonal skills and commitment to working in a team.                          
  • Excellent skills and Fluency in English.
Workplace
The main workplace is located in the project main office in Aceh Tenggara but flexibility is expected from the employee for tasks to be conducted outside the project office.

Special Arrangement
This job description can be adjusted according to the development and new requirements of the project upon agreement of both parties.

Please submit your application letter addressing the above qualifications and experience with your curriculum vitae on 13 July 2014 at the latest to:

Application should be directed to:
Swisscontact-SCPP, Human Resource Department
The Vida Bulding, 5th floor, Jl. Perjuangan No. 8-Kebon Jeruk, Jakarta Barat. 11530, Tél. +62 21 2951 0200
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