INOVASI 3 - Finance and Admin Support Consultant - NTT

We are searching for an experienced INOVASI 3 - Finance and Admin Support Consultant - NTT at our Kupang facility.

Background Of The Project

INOVASI 3 is a partnership program between the Indonesian Government and the Australian Government aimed at improving the quality of student learning outcomes in basic skills (literacy, numeracy, and character) through the implementation of inclusive policies and practices in basic education. INOVASI 3 is a continuation of the INOVASI 2 program, which will be carried out in 6 provinces (West Java, East Java, North Kalimantan, Maluku, West Nusa Tenggara, and East Nusa Tenggara) from 2024 to 2027. The strategy in INOVASI 3 focuses on strengthening the education ecosystem by providing inclusive education services, guided by principles such as PDIA (Problem-Driven Iterative Adaptation), TWP (Thinking Working Politically), collaboration, locally led, diversity, inclusion, and evidence-based approaches.

East Nusa Tenggara Province is one of the 6th provincial partners of INOVASI Phase 3 Program. While the focus will still remain the same as phase 1 and phase 2 on foundational skills (literacy, numeracy and character education) there are two more focus areas are on gender and climate changes with education ecosystem strategy as one of the five strategies of INOVASI Phase 3. The ecosystem approach may also working whole education actors at different level, TTIs, NGO, and INGOs, philanthropy and many other development actors.

Referring to the above, there are numerous activities at INOVASI East Nusa Tenggara. However, there is only one staff member assisting with operations (Finance and Admin Officer). Their responsibilities include financial administration, participant payments, procurement processes, office operations, meeting administration, travel staff support, hotel reservations, flight tickets, and more. Given the increasing number of these activities, additional personnel are needed to assist Finance and Admin Officer to support smooth program and operational processes.

Purpose of the position: Under the supervision of Finance and Admin Officer and Provincial Manager, the STP Finance and Admin Officer will support the provincial team in carrying out day to day activities in Finance and administration.

Duties:Under the direction of Finance and Admin Officer & Provincial Manager, the STP- Finance and Admin Officer will:

• Assist in maintaining and updating administration filing system (hardcopy & softcopy)
• Assist in preparing payment transactions including create draft of Payment Request Approval (PAF).Assist in preparing draft of monthly finance report such as Aging Report, Tax recapitulation, BRV and forecast;
• Assisting in verify all transaction from vendor and INOVASI staff;
• Ensure accurate and efficient management of softcopy files and records of Finance supporting documents;
• Assist with office scanning, photocopying and filing;
• Ensure the completeness of financial transaction for audit purposes;
• Ensure all administration functions, processes and system implementation in INOVASI office are in-line with Palladium and Project's manual, guidelines, and policies;
• Assist maintenance of the INOVASI office and its facilities, including ensuring an effective and safe working environment, oversee the cleaner to ensure rooms are clean and tidy, coordinate security services for the building, staff amenities, furniture and equipment, stationery and supplies, phone and internet provision, hardware and software, electronic aids, IT support services;
• Assist all aspects of INOVASI program travel in provincial level, including accommodation bookings, transport, travel request including its safety and logistic. Provide operational support to visiting consultants and program visitors; Assist to supervise the office helper, cleaner, and drivers, including performance management, timekeeping, and scheduling;
• Ensure accurate and efficient management of correspondence, invitations, files, records and all its hard and soft copy filling system, include softcopy filling management on SharePoint, and also contact databases;
• Assist procurement process, conduct the market survey to the supplier, prepare selection document, purchase/task order and other related documents as required in procurement process, and ensure all procurement documents are completed and it is uploaded and save in timely manner on online data management (SharePoint);
• In coordination with Finance and Admin Officer, to assist identify and select preferred suppliers, conduct market research, negotiate with suppliers, update the database of preferred suppliers if needed;
• Prepare and complete supporting documents for invoices from suppliers and/or subcontractors and provide procurement documents based on the completion of procurement activities both in hard copies and soft copies and ensure that all approvals are available, and records are safely secured;
• Assist to maintain office asset register and ensure all receipt document needed is available in assigning assets to employees and whenever assets are returned. Ensure office asset register and asset receipt & return register is always accurate, up to date, and in coherence with national asset register managed by Office;
• Assist to provide logistic and operational support for Program Team in arranging meetings, events, workshops, including venue, accommodation, transportation, catering, and other tasks as required;
• Other operational tasks as may be needed by the Provincial Manager, including providing support to other provinces as needed;
• Coordination with Finance and Operations Officer to support INOVASI team with travel, accommodation bookings, transport, catering;
• Other duties as may reasonably be required by the Finance and Admin Officer or Provincial Manager with the incumbent's qualifications and experience.
  
  

Qualifications And Experience

Finance and Admin Officer will possess the following qualifications and experience:

• Minimum of 5 year of experience in Administration, Financial Management, Accounting Management, Indonesian taxation and reporting practices.
• High level proficiency in Word, Excel, PowerPoint and web browsers;
• Able to use technology effectively to support the operations of a large program or organisation;
• Proven track record in finance management systems and procedures;
• Good interpersonal skills, including in a cross-cultural context;
• Fluent Bahasa Indonesia and some proficiency in English (preferred).
  
  

Duration: up to 180 days over 1 year

Application closes on 1 October 2024

Consultants

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Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.