Vacancy: Finance and Administrative Officer

 

ASEAN Parliamentarians for Human Rights (APHR) is a network of current and former legislators working to strengthen human rights and democracy in Southeast Asia. APHR supports its members through a variety of means as they use their unique positions to highlight human rights concerns and strengthen the voices of civil society actors around ASEAN.

This dynamic, young organization is seeking a Finance and Administrative Officer. APHR is looking to recruit an experienced professional with demonstrated experience in finance and administration, preferably within the non-profit field, to take on the role of Finance and Administrative Officer. The right candidate will be motivated, with a demonstrated eye for detail and have the ability to work well under pressure.

Under the general guidance and supervision of the Finance and Human Resources Manager and in close working relationship with the Programs staff, the Finance and Administrative Officer will provide outstanding internal and external finance and administrative duties in support of the operational activities of the Secretariat, ensuring high quality, accuracy and consistency of work.

APHR has a variety of programs running concurrently and the Finance and Administrative Officer will be responsible for maintaining efficient finance and administrative systems and procedures, as well as control mechanisms, to support the smooth running of the organization, and ensure compliance with APHR Financial and Accounting procedures. The Finance and Administrative Officer is also responsible for ensuring the smooth running of logistical arrangements for all APHR staff, members and partners and must be able to work on several tasks and projects simultaneously, in an often busy work environment.

Primary Responsibilities

Line management

The Finance and Administrative Officer will report directly to the Finance and Human Resources Manager.

Financial administration

  • Preparing all payments for all invoices and bills (office rent, office utilities, payroll, etc.) as well as maintaining records;
  • Making journal entries and ensuring transactions are properly recorded and entered into the computerized accounting system (QuickBooks), including bank reconciliation, and submitting the reports to the Finance and Human Resources Manager;
  • Assisting with preparation of the budget;
  • Assisting with preparation of the monthly budget absorption;
  • Assisting with preparation of the financial report to donors;
  • Managing petty cash and maintaining records;
  • Managing credit card control sheet and maintaining records;
  • Assisting Finance and HR Manager during the annual audit process;
  • Filling out and reviewing the activity budget;
  • Verifying the reimbursement request with the receipts;
  • Compiling all the transactions related to transfer payment for activity financial report purpose;
  • Responsible for procurement (Searching, comparing and liaising with external vendors/suppliers);
  • Updating and implementing all necessary policies and improving the policies and procedures related to Finances and administration;
  • Any other relevant responsibilities requested by Finance and Human Resources Manager.

Administrative

  • Arranging logistics and administrative arrangements for APHR program activities and workshop (flights, hotels, meeting rooms, car arrangement and other related arrangements);
  • Maintaining records of all logistics related documents (invoices, receipts, other related documents);
  • Maintaining a proper filing system, ensuring easy access to all staff (OneDrive);
  • Maintaining the office by ensuring office working systems are all operating properly (printers, scanner, photocopier, internet connection, telephone, etc.) and dealing with issues as they arise in a timely manner;
  • Maintaining, monitoring and ordering all office and stationery supplies within agreed budgets;
  • Ensuring that contact lists are updated;
  • Updating and implementing all necessary policies and improving policies and procedures related to logistics as needed;
  • Any other relevant responsibilities requested by Finance and Human Resources Manager.

Qualifications and Experience

Required

  • Diploma in Economics, Management, Finance/Accounting, Business Administration or equivalent disciplines, or equivalent work experience;
  • At least 2 years of proven experience in finance, administration, office assistance or secretarial work;
  • Work experience with NGOs or international organizations is preferable;
  • Demonstrated ability to communicate in written and spoken English;
  • Commitment to administrative and logistical work;
  • Good understanding of accounting principles including accrual accounting, reconciliations, general ledger journals and preparedness to learn more complex principles;
  • Good working knowledge of administrative procedures and ability to perform administrative tasks efficiently and in compliance with the organization’s regulations;
  • Knowledge and experience of efficient internal office communications, including an efficient filing system;
  • Computer literacy (preparedness to learn and manage computer software packages necessary for office work, especially related to communication and information management);
  • Ability to work under pressure, meet deadlines, prioritize routine and ad hoc tasks;
  • Flexibility is required, as is the ability to work well in a team as well as independently without close supervision;
  • Tact and diplomacy when interacting with vendors, contractors, staff, and members.

Desirable

  • Experience in the use of QuickBooks accounting software;
  • Structured thinking and understanding;
  • Consistently approaches work with a positive and constructive attitude;
  • Working effectively with others;
  • Demonstrate openness and respond positively to feedback;
  • Knowledge of and commitment to the mission of APHR.

Working Conditions / Salary and Benefits

  • The Finance and Administrative Officer will be based in Jakarta, Indonesia; candidates should have existing work authorization in Indonesia;
  • APHR operates on a standard five-day work week but staff may be required to work some evenings and weekends. Days in lieu will be provided for non-standard workdays;
  • APHR offers a competitive salary package with health benefits;
  • An initial contract will be for 12 months, with a three-month probationary period;
  • APHR does not cover costs associated with relocation.

How to apply

Deadline for applications is Wednesday, 21 June 2017. We will be reviewing applications as they come in and may consider selecting a shortlist before the deadline, so we welcome early applications. Send your CV/resume and cover letter to jobs@aseanmp.org with the subject heading “Application: Finance and Administrative Officer Position”. Ideally, candidates will be able to begin working on or before 1 August 2017. Apologies in advance that only shortlisted candidates will be contacted.

APHR is committed to diversity and inclusion within its workforce, and encourages qualified candidates of all genders from all national, religious, and ethnic backgrounds, including persons living with disabilities, to apply.