Finance and Administration Coordinator (Yogyakarta)

by EMNews — March 14, 2019

EngageMedia is looking for a Finance and Administration Coordinator to be based in Yogyakarta, Indonesia.

The Finance and Administration Coordinator provides financial and operations support to EngageMedia's Southeast Asia activities. The position works closely with EngageMedia's Accountant, Program and Operations Manager, Finance and Administration Officer, Finance and Administration Assistant, and Organisational Development Manager, to ensure the organisations financial and administrative needs are met.

There is no deadline. Applications should be emailed to jobs@engagemedia.org as soon as possible with the title "Finance and Administration Coordinator".

Position Aims

The aims of the position are to:

  • Provide high-quality financial support to ensure the effectiveness of program work, and the overall effectiveness and impact of the organisation;
  • Ensure organisational administration and office function effectively;
  • Provide sound and timely finance and administration support to all program activities.

Responsibilities

Finance and funding

  • Bookkeeping - maintain financial documents and track and record all expenses in Xero.
  • Coordinate with the Accountant to oversee and develop banking systems.
  • Oversee the Indonesian banking system.
  • Lead the relationship management with the Indonesian bank representatives and support the Accountant in managing relationship with the Australian bank representatives.
  • Lead monthly account reconciliation, including review of the petty cash reconciliation prepared by FAO.
  • Lead the monthly payroll process.
  • Assist with the preparation of budgets for grant applications.
  • Assist and at times lead financial reporting for grants.
  • Track and maintain a variety of budgets in coordination with Project Managers.
  • Contribute to and uphold financial policies.
  • Oversee internal financial filing and archiving, developing and improving systems.
  • Contribute to the development and implementation of financial and administrative systems.
  • Support the Program and Operations Manager and Organisational Development Manager to coordinate insurance and other staff benefits.

    Logistics

    • Oversee the Finance and Administration Team for all travel and accommodation coordination.
    • Work with the relevant program staff to assist with logistical coordination for events, overseeing and delegating to the Finance and Administration Team as needed.
    • Assist with and at times lead staff meeting scheduling and preparation.

      Administration

      • Oversee office management, ensuring that the office is sufficiently resourced to support program and operational activities.
      • Participate in weekly staff and finance team meetings.
      • Be responsible for maintenance of the office such as paying bills, rent and water.
      • Take primary responsibility for the office being an efficient and productive space.
      • Assist with the preparation and minutes of meetings.
      • Assist the Executive Director, Program and Operations Manager, and Organisational Development Manager with contract and MoU development as needed.
      • Assist with the induction and separation of staff regarding finance needs.

      Work Experience and Skills

      • Strong English communication skills
      • Excellent in Bahasa Indonesia
      • Educational background in Finance and Accounting
      • Minimum 5 years experience in the field
      • Analytical and problem solving skills
      • Excellent time management skills
      • Bookkeeping skills
      • Computing skills – extensive experience with office software
      • Experience in international organisations and with international donors
      • Knowledge about taxation and accounting regulations
      • Open mindedness and ability to work across cultures


      Start Date and Remuneration

      The position starts as soon as possible. An initial 12 month full time (5 days a week) contract will be offered with extensions based on the completion of performance reviews.

      A competitive NGO wage will be offered. A monthly communications allowance and health allowance are provided.

      How to Apply

      • Send an application letter of not more than 300 word expressing your interest in the position
      • Provide a current CV
      • Include two referees

      There is no deadline. Applications should be emailed to jobs@engagemedia.org as soon as possible with the title "Finance and Administration Coordinator".

      All applications with be kept strictly confidential. Only short-listed applicants will be notified.