Hivos: Finance Assistant

Hivos , Jakarta, Indonesia
 Hivos  logo
Job Summary

Job Description

  • Hivos is an international organisation that seeks new solutions to persistent global issues. With smart projects in the right places, we oppose discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. Our primary focus is achieving structural change. This is why we cooperate with innovative businesses, citizens and their organisations. We share a dream with them of sustainable economies and inclusive societies. For its Hivos seeks qualified candidates for the position of:
  • Title : Finance Assistant
  • Duty Station : Jakarta, Indonesia
  • Report to : Finance Controller
  • Duration : 8 (eight) months, October 2020 to May 2021
  • Functional Context
  • The Financial Assistant (FA) administers the donor contracts in Hivos database system and manages the related cash flow and reporting schedules. S/he supports to prepare the financial accounting records and contributes to the overall functioning of the financial system.
  • The FA is part of USAID Create Project. Hence s/he is also linked to USAID Create Project Manager.
  • The FA also works closely with the USAID Create Financial Officer which focus on compliance regarding donor requirements in the process: results, budget and deployment of contract implementation.
  • Roles and responsibilities
  • Financial management
  • a. Checking all payment vouchers have requisite approvals and backup documentation to ensure completeness, accuracy and full compliance with Hivos and USAID regulations.

b. Ensuring accurate and timely processing of all financial transactions.

c. Assisting the Finance Officer in reviewing the staff travel liquidations based on Hivos and donor policy.

d. Assisting Financial Officer in preparing and coordination of audit process.

e. Assisting the preparation of monthly and annually tax report related to the project.

Grant administration and closely monitor

a. Supporting the Finance Officer in monitoring project budget to ensure fund availability for the project.

b. Assisting the project team in preparing the required documents to invoice donor for each milestone.

c. Assisting the Finance Officer in carrying out partner organizations’ assessment and capacity building to the partner organizations.

d. Supporting the Finance Officer in carrying out expenditure verifications to the partner organizations.

e. Maintain ledger for project staff travel advances.

f. Ensures back up documentation is uploaded to the relevant system both in USAID and Hivos.

g. Maintain finance filling system for the project (both soft and hard files).

h. Ensuring project staff timesheet are available monthly.

i. Ensuring all office equipment purchased by project are registered, maintained and handed over as required by donors.

Others

a. Supporting Hivos office finance team as required.

b. Carrying out other tasks as requested by the supervisor.

Knowledge, experiences and competencies

· Relevant education level of working and thinking.

· Relevant work experience: minimum 3 year.

· Expertise in accounting and working with external customers.

· Work experience in international environment and financial project management.

What do we offer?

An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.

Finance Assistant graded in Grade: 5 - 6 (from 1-14 Hivos’s SEA salary grade).

Source:

Hivos is an international organisation that seeks new solutions to persistent global issues. With smart projects in the right places, we oppose discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. Our primary focus is achieving structural change. This is why we cooperate with innovative businesses, citizens and their organisations. We share a dream with them of sustainable economies and inclusive societies. For its Hivos seeks qualified candidates for the position of:

Title : Finance Assistant

Duty Station : Jakarta, Indonesia

Report to : Finance Controller

Duration : 8 (eight) months, October 2020 to May 2021

Functional Context

The Financial Assistant (FA) administers the donor contracts in Hivos database system and manages the related cash flow and reporting schedules. S/he supports to prepare the financial accounting records and contributes to the overall functioning of the financial system.

The FA is part of USAID Create Project. Hence s/he is also linked to USAID Create Project Manager.

The FA also works closely with the USAID Create Financial Officer which focus on compliance regarding donor requirements in the process: results, budget and deployment of contract implementation.

Roles and responsibilities

Financial management

a. Checking all payment vouchers have requisite approvals and backup documentation to ensure completeness, accuracy and full compliance with Hivos and USAID regulations.

b. Ensuring accurate and timely processing of all financial transactions.

c. Assisting the Finance Officer in reviewing the staff travel liquidations based on Hivos and donor policy.

d. Assisting Financial Officer in preparing and coordination of audit process.

e. Assisting the preparation of monthly and annually tax report related to the project.

Grant administration and closely monitor

a. Supporting the Finance Officer in monitoring project budget to ensure fund availability for the project.

b. Assisting the project team in preparing the required documents to invoice donor for each milestone.

c. Assisting the Finance Officer in carrying out partner organizations’ assessment and capacity building to the partner organizations.

d. Supporting the Finance Officer in carrying out expenditure verifications to the partner organizations.

e. Maintain ledger for project staff travel advances.

f. Ensures back up documentation is uploaded to the relevant system both in USAID and Hivos.

g. Maintain finance filling system for the project (both soft and hard files).

h. Ensuring project staff timesheet are available monthly.

i. Ensuring all office equipment purchased by project are registered, maintained and handed over as required by donors.

Others

a. Supporting Hivos office finance team as required.

b. Carrying out other tasks as requested by the supervisor.

Knowledge, experiences and competencies

· Relevant education level of working and thinking.

· Relevant work experience: minimum 3 year.

· Expertise in accounting and working with external customers.

· Work experience in international environment and financial project management.

What do we offer?

An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.

Finance Assistant graded in Grade: 5 - 6 (from 1-14 Hivos’s SEA salary grade)

Source:https://www.hivos.org/ .


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