Background

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. Plan International has operated in Indonesia since 1969, and in 2017 Yayasan Plan International Indonesia (Plan Indonesia) was established as a national entity of Plan International in Indonesia. YPII is currently implementing its Country Strategy 5 (CS 5) covering the Fiscal Year (FY) 2023 to 2027, where the country’s purpose is in line with the global Plan International’s Purpose “to advance children’s rights and equality for girls”. Our ambition is to enable at least 3 million girls and young women to Learn (gain skills for work), Lead (empower to take action on issues that matter to them), Decide (have control over their own lives and bodies), and Thrive (grow healthy and protected from violence). It means that we will take action to identify and facilitate the removal of obstacles that prevent children, especially girls, and young women from enjoying their rights and participating fully in Indonesian society. This goal will be achieved by implementing quality programmes and projects as well as influencing decision-makers and key stakeholders to make the required changes. Supported by the LEGO foundation, Plan Indonesia will deliver a child-friendly school project in Jakarta from Oct.23 – Oct.24.

Role Purpose

Project Finance & Admin Officer’s role is to provide timely, accurate financial information and ensure Grants expenditures are in line with FAD/donor requirements. The role’s support is to the Humanitarian and resilient Programs.

Dimensions of the Role

Reporting to the HRP Finance Coordinator, the project finance & admin Officer will be responsible for the following:

• Provide support services to project team in finance and administration tasks in day-to-day basis.
• Technically coordinate the work of financial management for the project partners and provide technical advices for financial management related issues facing project finance personnel.
• Abide by the Humanitarian Ethics and principles, including Core Humanitarian Standards, Do No Harm, and Code of Conduct, and committed to comply with Plan International’s Global Policy on Safeguarding Children and Young People.

Accountabilities

Financial Management

• Process and facilitates all payments or fund transfers for the project.
• Ensure that expenditures are authorized, approved, and supported by adequate documentation.
• Ensure that YPII funds are utilized and accounted for based on generally accepted accounting principles and YPII standards.
• Ensure that transactions are properly coded, and if applicable, expense allocations are properly made.
• Review and checks accuracy of payment requests against approved budget lines and docs completeness.
• Follows-up acquittal or liquidation of advances and ensures no advances are given unless the previous advance is acquitted/ liquidated.
• Undertake basic financial analysis (i.e. budget variance) to support project information needs.
• Work with Program Manager, Grants Accountant and appropriate CO staff and/relevant field staff in the development of forecast for projects.
• Ensure proper filing (electronic and hard copy) of grants financial reports are kept secure in field office and CO

Administration

• Make budget checks for requisitions, POs and vouchers.
• Ensures that YPII and donor procurement policies are implemented.
• Maintain assets list under custody of Project staffs and prepare asset quarterly report as part of donor’s report.
• Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property.
• Coordinates with PSO or Country Office the project office’s needs, and any issues and actions involving HR, Admin and logistics.

Other Tasks:

• Ensure appropriate financial controls processes, procedures and systems are in place and adhered to YPII, GOI and Donors regulation.
• Provide financial data during the fieldwork done by internal and external auditor for Safe school province model.
• Maintenance of audit action list responses and tracking of follow up actions from Finance and Admin audits.
• Perform other related duties as requested by the supervisor, Program/Project Manager.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Social Inclusion (GESI)

Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures

Key relationships

Internal

1. HRP Finance coordinator: Direct Supervisor, coordination, and collaboration on budgeting, reporting, donor’s compliance, audit and capacity building.
2. Senior Grants Accountant: coordination and collaboration on donor’s compliance, donor’s report, and audit.
3. Logistic and Procurement team: Coordination and collaboration on project implementation relating with procurement and logistics sector.
4. Program/Project Manager: dotted line structure, coordination, and collaboration on project implementation, project budgeting, KPI standard, reporting, donor’s compliance and audit.

External

1. National Offices (Nos): Coordination on project implementation, monitoring and evaluation, reporting, compliance and audit.
2. Donors: Coordination on project implementation, monitoring and evaluation, donor requirement and audit.

Technical expertise, skills and knowledge

Essential

• Bachelor’s in Accounting, Business Administration, Commerce or Finance,
• At least 3 years’ relevant post qualification preferably in international organizations, INGOs and/or bilateral organisations.
• Working knowledge of English speaking and written skills.
• Computer software skills, including advanced Excel and other accounting packages.
• Experience managing Donor funds, i.e. KOICA, EU, USAID, AUSAID, SIDA, Irish Aid, and UN Agencies would be preferable.
• Experience in capacity development assistance to non-finance staff or sub grantees.
• SAP or ERP Microsoft 365 experience would be preferable.

Desirable

• Good training and coaching abilities
• Analytical thinking
• Communication skills, appropriate to the audience
• Problem solving
• Ability to work in a multidisciplinary and multicultural environment
• Strong team-building and motivational skills

YPII VALUES IN PRACTICE: LET’S ACT

Lasting impact

We strive to achieve a significant and sustainable impact on the lives of children and young people, especially children and young women from marginalized groups.

Equal, inclusive, empowering

We respect all people, value differences, and promote equality across our programs and workplaces.

Transparent & accountable

We create a working climate and partnership that is trusting, honest, transparent, and accountable for the decisions we make and the impact our work has on our stakeholders

Smart & lifelong learning

Every time, there are new things that we can learn, so we are eager to seek knowledge that is beneficial for ourselves and the organization.

Adaptive & innovative

We are aware that existing problems and future challenges cannot always be solved with a conventional mindset, so we are constantly innovating in search of breakthroughs.

Collaborative

We collaborate with various parties, both internally and externally, based on good faith and the principles of partnership that apply in the organization to achieve common goals.

Taking Measured-Risk

We realize that risk is part of decision-making, so being brave to take measured risks is the key for us to keep moving forward to be superior and at the forefront.

Physical Environment

Based in Jakarta with some travels required to project stakeholders.

Level of contact with children

Mid contact: Occasional interaction with children

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by applying now not later than November 13th, 2023.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy (PSHEA).

As an international child-centred community development organization, Yayasan Plan International Indonesia is fully committed to promoting the realization of children’s rights including their right to protection from violence and abuse.

Our organization is based on a culture of inclusivity. We strive to create a workplace environment that ensures every team in every office and country is rich in diverse people, thoughts, and ideas.

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organizational culture that embraces and exemplifies our commitment to gender equality, girls’ rights, and inclusion while supporting staff to adopt good practices, positive attitudes, and principles of gender equality and inclusion.

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