Finance & Administration Coordinator – Consultant (Indonesian Nationals)

Job Title: Finance & Administration Coordinator – Consultant (Indonesian Nationals)

Function: Finance & Administration

Job Group: Programme Support

Duty Station: Indonesia – Banda Aceh

Administrative Line Manager: Country Manager

Line Management Responsibility: N/A

ABOUT US

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath through the implementation of unarmed civilian protection prog ramming. NP implements programming through the deployment of civilian protection teams to the field and is continuing to scale up to meet the growing needs in the communities we serve. Programming is founded on unarmed civilian protection and is thematically focused on protection in displacement, child protection, gender-based violence protection and inter-communal violence reduction.

JOB PURPOSE

The Finance and Administration Coordinator is responsible for financial and accounting management; financial reporting, accounting, funds management, preparing donor finance reports, contributing to fraud control procedures, payroll, and related administrative tasks. The Finance Coordinator ensures compliance with donor and governmental regulations as well as Nonviolent Peaceforce internal policies and procedures. In its role as a support to the Programs and other Departments, the Finance and Administration Coordinator provides timely reports and assistance to all departments and to HQ to ensure that financial resources are used efficiently and effectively.

KEY OBJECTIVES/RESPONSIBILITIES

Financial Management

• Assure the financial balance of the mission according to its yearly financial objectives.
• Follow up on the financial planning of the mission through the financial management tool, ensure timely and accurate update of the tool by the bases.
• Carry an exhaustive control of the coverage plan (CCP: Cost Coverage Plan) and monitor the cost structure of the mission.
• Assure the monthly delivery of updates of monthly Budget Follow Ups to Country Manager and HQ. Ensure the full involvement of all departments.
• Elaborate and validate financial reports within contractual deadlines.
• Follow up and analysis of the entire mission’s financial risks.
• Supervise controls by the bases on local partners’ expenditure

Treasury and Accountancy Supervision

• Assure the monthly closing of the accountancy, following the controls defined and according to the established deadlines.
• Assure the respect of the administrative and financial procedures established by NP and its donors.
• Define the treasury flows in the mission Cash Management Policy and supervise its correct implementation.
• Control the treasury level to the minimum operational.
• Assure the correct and timely delivery of the monthly treasury forecast.
• Follow up of all payments received at mission level.
• Manage relationship with banks.

Administrative management of the mission

• Verify and control the respect of the expenditure authorization procedure.
• Control and supervision of the respect of any rule regarding the quality and archiving of all administrative and financial documentation according to NP and donor guidelines.
• Represent the mission in front of the administrative representatives of other international and national organizations in-country.
• Assure the respect of local law and any tax obligation by the mission.
• Follow up on NP’s national framework agreement in-country.
• Initiate and/or develop relationships with local authorities for any financial related matter.
• Plan and follow-up of internal and external audits in coordination with headquarters; prepare yearly financial statements for the whole mission before certification by external auditors.

Relationship with counterparts

• NP participate in Due diligence process for the partners, define capacity development plan for partners
• Train partners on NP accounting and financial procedures.
• Coordinate the supervision and integration of partners’ invoices and transactions.
• Consolidate financial reports sent by partners.
• Follow-up partners’ treasury requests.

Petty Cash & Cash Fund Management

• Ensure that all cash advances are recorded cleared and reconciled on a monthly basis.
• Ensure weekly reconciliation of petty cash

Others

• Ensure internal controls are implemented throughout the country programme with a specific focus on ensuring thorough fraud prevention processes and oversight
• Ensure due diligence, oversight and compliance with donor reporting requirements
• Ensure timely and accurate reporting to donors
• Coordinate and prepare for annual audits as well as individual grants audits
• Coordinate the submission of monthly, quarterly, and final financial reports to local authorities as necessary
• Liaise closely with HR to ensure timely and accurate completion of time sheets
• Facilitate training of finance procedures for finance and non-finance staff

QUALIFICATION AND COMPETENCIES

Education, Knowledge and Experience

• Commitment to the humanitarian principles (humanity, neutrality, impartiality, and independence) and the work of Nonviolent Peaceforce
• Bachelor’s in accounting, finance or equivalent. Certified Public Accountant (CPA) qualification.
• At least 5 years’ experience in finance management with a nongovernmental organization (NGO)
• Experience interpreting and applying accounting standards and procedures, applicable country rules and regulations, and grants management.
• Experience in grants financial management and accounting
• Experience working in multi-cultural environment
• Quick Books experience is a significant advantage

Skills

Independent Judgment/Analytical:

• Ability to manage information with discretion
• Ability to set priorities, solve problems and analyse data
• Demonstrable ability to effectively process and consolidate information and documentation from multiple locations
• Proficiency in written and spoken English
• Ability to interact confidently and present financial information effectively to colleagues and external contacts

Interpersonal:

• Flexible, energetic and adaptable
• Ability to work in a multi-cultural environment
• Proven ability to build relationships