Finance & Administration Manager, Indonesia - Islamic Relief (IR)

Closing Date: Wednesday, 24 March 2010

IRW is a UK based international relief and development charity, which aims to alleviate the suffering of the world's poorest people

Closing date: 24 Mar 2010
Location: Indonesia - Jakarta

Finance and Administration Manager, Jakarta, Indonesia 

DIVISION PURPOSE: 
Through capacity building and through technical and programme support, the International Programme Division keeps the organisation focused on the socio-economic and humanitarian needs of vulnerable people.
The division reinforces IR's implementing structure to enable these people and their communities to develop themselves sustainably, and ensures that the organisation is prepared to respond promptly and effectively to humanitarian crises.
The division increases the organisation's ability to tackle poverty by developing and fostering partnerships and institutional relationships effectively and proactively, and by ensuring transparent and timely reporting to the organisation's donors.

DEPARTMENT PURPOSE: 
The purpose of the Regional Department, besides preparing for and responding to humanitarian crises with relevant departments, is to guide, support and monitor the country programmes to ensure the continuous development of a global programme according to the International Strategy

JOB PURPOSE:
Maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office and sub-office operations in accordance with IR guidelines, national legal requirements and internationally accepted accounting standards. Also, eensure that all IR offices in the country use and comply with IR guidelines and national legal legislations and Health &Safety regulations. 

REPORTING TO: Country Director
STAFF REPORTING: Finance and administration and HR staff. 

KEY OBJECTIVES
The Finance and Administration Manager –will strengthen the organisation's position, performance and reputation through: 
1. To manage the National Finance and Administration staff and maintain sub-offices administration and finance functions. 
2. To ensure effective control of all administrative and financial matters ensuring accurate reporting to all stakeholders in compliance with IR guidelines.
3. Ensure the production of timely financial reports and technical advice in related issues.
4. Ensure that lessons learned are captured and properly documented and archived by carrying out regular reviews.

KEY ROLES/RESPONSIBILITIES AND ACCOUNTABILITIES
The Programme Manager is accountable to fulfil his/ her roles and responsibilities in line with IR's code of conduct, values and principles, and to report to the line-manager regularly on the basis of annually defined key performance indicators (KPIs). 

1. FINANCE MANAGMENT AND CONTROLS
• To maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office and sub-office operations in accordance with IR guidelines, national legal requirements and internationally accepted accounting standards.
• To ensure all accounting records and supporting documentation for all financial transactions are maintained in a systematic order and in a safe and secure condition under the custody of the organisation.
• To provide IR with complete, accurate and timely financial reports, including institutional donor reports where required for all projects implemented in the country, in the required formats.
• To maintain accurate and effective financial controls on all transactions incurred by the office and sub-offices as part of project implementation and other related costs.
• To maintain effective control over cash and bank (ensure that cash in hand and bank reconcile with accounting records). Ensure that the office and sub-office funds are well managed and that adequate funds are available to meet the organisation's responsibility.
• To provide quarterly and where required monthly financial reports to the IR finance department.
• To assist and support the Programme Manager and Country Director in ensuring that field expenditures meet IR and institutional donor requirements and remain within the approved plans and budgets.
• To assist and support the Programme Manager and Country Director in the preparation of budgets for project proposals and annual field office budgets.
• To ensure the effective and efficient working of budgetary, accounting, reporting and internal control systems for the field and all sub-offices.
• To liaise with external auditors, government departments, banks regularly. 
• To manage and undertake local internal audits of the field and sub-offices including implemented projects

2. ADMINISTRATION AND STANDARDS
• Ensure that all IR offices in the country use and comply with IR guidelines and national Health &Safety regulations while ensuring we maintain a good working environment in all workplaces/offices.
• To ensure HR functions are managed according to IR standards and that adequate records to meet IR and national requirements are maintained.
• To ensure procurement is conducted according to IR standards as well as donor agency requirements.
• To ensure that adequate measures are in place to safeguard the assets of the organisation.
• To ensure that premises suitable for operations are available and that they are maintained properly. To ensure that contracts, leases and other agreements are properly prepared and updated so as to meet agency needs; including fair and reasonable commitments from service vendors; and to comply with legal obligations.
• To ensure adequate security and safety measures are in place at IR operations to minimise risks to staff and associated stakeholders

3. CAPACITY BUIDLING 
• To identify the needs and support development of staff and partners to increase their competence in preparation of financial reports, donor financial reports in line with donor reporting requirements. 
• To provide guidance and develop the finance staff of the field office and sub-offices i.e. to build the capacity of national staff to reconcile QuickBooks ledger entries to the Budget Versus Actual. 
• To participate in the recruitment, selection and induction of new finance. 
• To train staff and partners in budget preparation and monitoring.

4. NETWORKING
• To represent IR in forums and contribute to technical interactions and discussions on the same.
• To build and strengthen significant relationships between IR partners, INGOs, UN, institutional donors and relevant government departments. 

5. REPRESENTATION
The Finance and Administration Manager will, from time to time, deputise for the Country Director.

6. TRAVEL
The Finance and Administration Manager is expected to spend a minimum of 40% of his time in the project sites and the team in the field.

REQUIREMENTS & PERSON SPECIFICATIONS
• Qualified Accountant (ACCA/ACA/CIMA/CCAB) or equivalent internationally recognized accounting qualification.
• Excellent communication skills with the ability to present financial matters to non-financial managers.
• Ability to manage and supervise finance and non-finance staff in multiple and remote locations.
• Ability to think strategically.
• High degree of computer literacy.
• Ability to adapt to new situations and needs.
• Ability to develop and build capacities of staff.
• Disposition of a team player. 
• Previous experience working overseas, preferably with an NGO 
• Knowledge of local laws and culture.
• Ability to work independently and provide initiative in improving finance/Administration functions.
• To establish good working relationships with a variety of people.
• To communicate clearly in writing and orally
• To work under pressure and prioritise effectively.
• Excellent written and spoken English 
• Written and spoken other languages 
• Proficiency in accounting software preferably QuickBooks
• Problem-solving skills.
• Culturally sensitive.
• Knowledge/familiarity with country/region
• Abide by the NGO/Red Cross/Crescent Code of Conduct and IRW code of conduct. 
• Willingness to travel extensively with short notice often to remote locations and in difficult terrains

How to apply

Application pack can be downloaded from our website at www.islamic-relief.com or can be requested from recruitment@irworldwide.org 
CVs are not acceptable

Reference Code: RW_83FMT8-95

Source: Reliefweb