Finance & Admin Officer

Vacancy Announcement Caritas Germany, Yogyakarta

Finance & Admin Officer

Starting Date : January 2009
Deadline for Application: 31st December 2009


Tasks and Responsibilities:

The duties and tasks assigned to the Finance & Admin Officer will primarily focus
on the internal finance and office administration within the Country Office of
Caritas Germany in Yogyakarta. In doing so, the Admin & Finance Officer assumes the responsibility to ensure the Office’s compliance to the operational and financial standards of Caritas Germany in order to ensure smooth and proper processes within the Yogyakarta Office’s daily work and duties.

Additionally, the assignment requires a certain amount of flexibility concerning duty travels to other offices of Caritas Germany in order to carry out control and capacity building functions.

Finance
· Facilitate the maintenance and monitoring of the budget of Caritas Germany’s Country Office
· Preparing financial reports of the Country Offices expenditures (monthly, yearly,
extracurricular) in the accounting software provided by Caritas Germany
· Plan and prepare audits of office expenditures carried out by Caritas Germany’s finance consultants
· Communicate clearly and transparently all financial daily and extraordinary issue’swith the corresponding stakeholders (superiors, Head Quarter, consultant, audit companies)
· Prepare monthly expenditure forecasts and spending analysis in line with office budget.
· Prepare monthly bank reconciliation for office accounts
· Ensure daily cash management, including proper recording/posting of daily expenditures in the accounting software provided by Caritas Germany
· Manage and monitor expenditures with references to local office budget (manage office supplies and maintenance)
· Undertake bank transactions and payments according to authorisation by the Head of Office.
· Undertake the monthly salary calculations and salary payments of local staff based on attendance list incl. tax and Jamsostek benefits
· Supervise outstanding personnel advances and ensure recovery of national advances from payroll as required on a monthly basis
· Support the development and establishment of internal finance SOPs in coordination with the Head of Office
· Ensure in the implementation of finance policies, procedures and systems in accordance with international accounting standards

Office Administration
· Maintenance and documentation of the Caritas Germany inventory
· Supervise the office driver and service employees (IT, Cleaning Service) on routine issues.
· In close coordination with the other Caritas Germany Offices be responsible for obtaining visas, working permits, driving licences and other relevant documents.
· Maintenance of the softcopy and hardcopy office filing system
· Manage and organize the daily operational necessities of the office including routine secretarial and administrative duties (telephone and word processing of routine
correspondence, scanning and copying of documents)
· Drafting and/or typing letters, memos. Take minutes in meetings.
· Ensure timely payment of utilities (electricity, water, telephone, internet, newspapers etc.) and relevant taxes
· Organize pick up and delivery of material and correspondence, deal with courier
services.
· Assist with maintaining calendar, scheduling appointments and meetings.
· Manage office stationary and equipment supplies.

Logistics
· Arrange accommodation and flight bookings, travel arrangements
· Organize logistical arrangements for conferences and workshops (preparation and workshop secretariat / support)

General
· Support the Team through regular meetings, working plans.
· Together with the Head of Office facilitate coordination and communicate with local, national and international institutions.
· Be receptive to training/ and advice to develop technical and professional competences

Qualifications and Conditions:
· Minimum Bachelor degree (S1) in finance management, accounting, or other related field.
· Minimum of three (3) years of accounting experience.
· Excellent administration and organizational skills.
· Excellent accounting, budgeting and auditing skills.
· Very good communication and interpersonal skills.
· Excellent knowledge of English, spoken and written.
· Good working knowledge of modern telecommunication systems (telephone, fax, scanner, e-mail, internet and its software) and computer office applications (word,
excel, pdf, etc.) Knowledge on WINPACCS accounting software is an advantage.
· Ability to work in an international team and at times stressful environment/under
pressure.
· Ability to maintain confidentiality.
· Willingness to travel to the other offices in Indonesia on an ad hoc basis.
· Willing to work with flexible working hours if needed.
· Willing to work in non-discriminating, neutral, impartial and gender-equal manner.
· Having respect for humanitarian principles of Caritas Germany.


Please send applications to:

Fabian Tritschler
Head of Office

Email: caritas.recruitment@gmail.com

A first round of applications will be reviewed by Monday 21st December 2009 and upon prior notice by Caritas Germany the candidates for interviews will be asked to present
themselves starting from Monday 4th January 2010.