ACTED Indonesia Vacancy Announcement

ACTED Indonesia Vacancy Announcment

ACTED (Agency for Technical Co-operation and Development) is an international NGO founded in 1993 and headquartered in Paris. ACTED provides relief to victims of conflict and natural disasters as well as local vulnerable populations. Its activities range from emergency relief to long-term development projects. ACTED implements around 150 projects a year in twenty countries in Africa, Central Asia, Europe, Latin America and the Middle East.

ACTED has been working in Indonesia since April 2005 assisting those affected by the tsunami and Nias earthquake. current sector of intervention are DRR Project in Lahewa sub district, North Nias District.

ACTED is currently looking for qualified staff to fill a few position in Jakarta for Capital Office, Lahewa North Sumatra and Meulaboh, NAD for Livelihood project

1. Internal Audit / Flat Officer

Responsibilities:

- Supervise the whole FLAT Process

Compile and file all project related to financial, logistic, administration and programme information in the designated project compliance folder. During this time, the FLAT Compliance Officer should ensure that all compliance folders are duplicated (photocopied) regularly with any arrival of a new document
Follow up the compliance process at base level by ensuring the regularly (fortnightly) transfer of the project(s) compliance documentation to the capital office
At the end of project, ensure the centralization of all compliance folders at the Capital office
Facilitate the country compliance review process once the project has been terminated and ensure the accurate documentation of costs/expenses allocations within the documentation
Submit the completed compliance folder (Final version) to the Regional Office once the compliance review process has been completed and ensure that the duplicate Compliance folder is securely archived.

- Contibute to ACTED Compliance and accountability

Provide timely supplementary quality control of the Compliance documentation by checking the accuracy and consistency of the information between the related documents and report discrepancies immediately to the department concerned for corrective action
Facilitate and report compliance of all audit recommendations/ action plans under the authority of the Country Director and provide accurate feedback immediately
Conduct a quarterly market-price survey of the material/services identified the current country market basket (frequently procured items/services) . The data gathered should then be tabulated against the actual prices paid by ACTED in the transaction incurred during that month. The actual pricing should be retrieved from the contracts or payment vouchers field in the compliance folders. The FLAT Compliance Officer should ensure that he/she can provide evidence of the source of the market information and then accurately demonstrates the correlation by a reference to the specific transaction (payment voucher references). This table will be part of the Monthly Compliance Report annexes.
Comply with the Audit Department Code of Conduct

- Reporting

Prepare a Monthly Compliance Report giving as much detail as possible for all existing projects that are ongoing and completes but are yet to be reviewed and submitted to the Regional Office. The compliance report is both a narrative report and includes annexes with specific analytical information and should be submitted to both the country director and the regional audit team
Facilitate the preparation for country external audits and regularly update the Country Director, the Regional Audit Manager and the Audit Manager of the progress through the relevant follow up memo
Report the updates of the Compliance situation for all projects during the country compliance meetings.

Qualification:

Education: minimum diploma 3 from finance major will be an advantage
Good command of English
Proficient in using Microsoft office Excel and Word
Detail oriented, able to work under pressure and target oriented.
2 year of relevant work experience
Good knowledge of Logistic, Administration and Finance on INGO would be an advantage
Good interpersonal skills to liaise with other departments

Benefit Package:

Salary starting from IDR 4.340.000,- (B-5)

Base : Jakarta (1 person)

Code : Flat Officer

2. Finance Officer

Responsibilities:

- General objectives

Respect existing financial procedures;
Verify accounting documents received from bases or to country office
Follow-up of some financial indicators at country level or base level
Help the Country Office to have a clear vision of the base’s financial situation
Coordinate with other departments (logistic, administration and program) for all financial aspects

- Key responsibilities

Budget Control:

Accountable for the country office or base office accountancy:
Control that the base vouchers are completed
Entering vouchers in SAGA accounting software (daily) using the updated allocation tables
Cash checking at month end and bank reconciliation at month end
Follow up on advances, leans, currency exchanges, transfers, etc. For the base
Responsible for
Preparing PRATIC, Running cost, debts, contract FU for the base
Preparing the weekly and monthly cash request for the base
Accountable for the efficient flow of financial information to line managers
Prepare the finance part of the asset report

- Cost Control :

Ensures that non allocated resources (ACT) are not used on the base, unless an approval is given by the DCD/Area Coordinator/ Office Manager
Be the focal point for the Compliance Officer/Flat Officer/Internal Auditor to collect and provide financial documents
Enforce with the line managers that procurement documentations are systematically used
Together with other finance team members, participate to the control of other ACTED basses monthly vouchers

- Other tasks:

Participate to the weekly Flat meeting
Contribute with ideas and suggestions regarding improvement of financial management of the mission
Provide any support for the good functioning of ACTED office whenever requested by line managers

Qualification:

Bachelor Degree
Good command of English
Proficient in using Microsoft office Excel and Word
1 year of relevant work experience
Experience in INGO and knowledge of SAGA accounting software would be an advantage
Good interpersonal skills to liaise with other departments

Benefit Package:

Salary starting from IDR 4.340.000,- (B-5)

Base : Jakarta (1 person) ; Lahewa (1 person)

Code : Finance Officer

3. Cashier

Functions:

- General objectives :

Respect and follow-up the ACTED’s financial procedures;
Dealing with transfers and exchanges of money;
Petty cash management
Cash flow follow-up (PRATIC)

- Key responsibilities :

Daily Base:

ensure of having daily exchange rates of currency
filling of voucher(s) & registration of voucher in cashbook
make payments for all items and services which have been approved by the Base Manager and the Finance Officer
at the end of each day, the cashbook and the safe should be checked and the balances match
whenever needed, change money for the cashbooks and register it in cashbook
registration and exchange of voucher reference between capital and base;

Monthly Base :

the balance in the cashbook and in the safe should be checked and the cash checking statement should be established and signed by the cashier and his base coordinator
quality of vouchers should be checked by the Cashier at the end of each months
cashbook and SAGA should be checked before closing the accounting month
ensure the clearance of all advances for the staff, before paying the salary

Qualification:

Education: minimum SLTA
Fair in English
Proficient in using Microsoft office Excel and Word
1 year of relevant work experience

Benefit Package:

Salary starting from IDR 2.172.000,- (D-5)

Base : Jakarta (1 person) ; Lahewa (1 person)

Code : Cashier

4. Logistic Officer

Functions:

Provide an assistance to prepare project procurement planning.
Manage and coordinate the entire procurement and supply chain resources in the base
Receiving orders from the various departments
Formulating a plan to purchase the items ordered from the market
Ensure the delivery of the procured items to the ACTED project site
Accountable for compliance with respect to all procurements procedures
Develop and update the order follow-up at the base level
Ensure the information flow between the different stakeholders in the supply chain
Accountable for overall compliance with the procurement process and ACTED’s procurement procedures.
Ensure information flow with other departments for effective service delivery thus securing the successful conduction of the delivery.
Produce inventories for project in the base
Manage of the IN & OUT process in the mission storage resources
Responsible for overall compliance with the stock management procedures
Responsible for complying with all the reporting requirements within Logistics sub-department to the Area Coordinator/ Base Manager and Logistics Manager.
Provide any support for the good functioning of ACTED Logistics department whenever requested by ACTED Management.
Deal with outside parties.

Qualifications:

Good command of English
Proficient in using Microsoft office Excel and Word
Detail oriented, able to work under pressure and target oriented.
Education: minimum diploma 3 from finance major will be an advantage
2 year of relevant work experience

Benefit Package:

Salary starting from IDR 4.340.000,- (B-5)

Base : Jakarta (1 person) ; Lahewa (1 person) ; Meulaboh (1 person)

Code : Logistic Officer

5. Purchase Assistant

Functions:

In charge of all matters related to develop ACTED’s supply chain and procurement process thus delivery of the item purchase from the market
Responsible to purchase the items ordered from the market
Provide an assistance to formulate a plan to purchase the items ordered
Ensure the delivery of the procured items to the field.
Responsible for overall the purchase and deliveries documents respected ACTED’s procedures
Provide any support for the good functioning of ACTED Logistics department whenever requested by ACTED Management.

Qualifications:

Fair in English
Proficient in using Microsoft office Excel and Word
Detail oriented, able to work under pressure and target oriented.
2 year of relevant work experience

Benefit Package:

Salary starting from IDR 2.172.000,- (D-5)

Base : Lahewa (1 person)

Code : Purchase asst.

To apply:

Please send your full application in English to indonesia@acted. org or all ACTED Indonesia bases Vacancy will be closed 30 April 2010

Recruitment process carried out without waiting for an application closing date Indicate on subject of your email or in the left corner of your application letter, the position code you want to apply

All application will keep it by ACTED and can not be taken back

Only the selected candidates will be interviewed.