Finance Officer – COVID19

Job Purpose

The Finance Officer will be based in Jakarta, reporting to IFRC Finance Monitoring and Development Manager with technical coordination with IFRC COVID-19 Operation Manager and PMI Head of Finance.

The assigned person will directly work closely with PMI on overall delivery of financial and administrative support related to COVID-19 Operation specifically for funding support from IFRC and related back donors. The Finance Officer will ensure the propose use of resources according to established agreed procedures.

S/He will be embedded in the Finance Bureau of PMI and will support the COVID-19 finance team to manage and account for funding under IFRC’s support and other related program working with the various departments of PMI to ensure effective and efficient financial management of the operation

Job Duties and Responsibilities

1. Support the Operation at PMI and IFRC side on preparing commitment & potential expenses on weekly basis
2. Support the Covid-19 Finance Team in conducting the general finance and accounting tasks including the working advance reconciliation, monthly closing, preparing the Project/Programme Financial Report and Actual vs Budget Analysis
3. Prepare and process the PMI and project financial settlements which includes:
   1. Preparing the journals of the PMI and CVTL’s project financial settlements.
   2. Verifying the eligible supporting documents for each transaction incurred according to the budget allocation for activities in the Project Agreement, and procedures/regulations of the PMI, CVTL, and IFRC for finance, procurement, and/or human resources.
   3. Liaising with the PMI’s project finance focal point and their finance unit staff to ensure the availability of eligible supporting documents for settlements.
   4. Validating the accurate accounting and budget codes.
   5. Seeking for review from the IFRC Finance Unit on the project financial settlement and acting upon the feedback.
   6. Coordinating with and seeking for inputs from other project finance team to ensure a shared-approach and solution in dealing with certain issues of the project financial settlement
   7. Requesting approval from the respective Budget Holder for the financial settlement
   8. Submitting to IFRC Finance Unit or uploading the project financial settlement into IFRC finance application system.
   9. Provide all scanned document before store as monthly closing
   10. Liasing with Covid-19 Finance Team in completing all the settlement and reports
4. Together with other Covid-19 Finance Team Member to update the financial trackers of the following items on a weekly basis and work with the Line Manager to be reported to the Covid-19 Programme Manager on a monthly basis:
   1. PMI’s Working Advance reporting status, project financial settlement progress, and due Working Advance report
   2. PMI’s Budget versus Actual of the Covid-19 Programme
   3. Staff Cash Advance Settlement status due invoice and payment status for consultants
5. Ensure all expenses are within assigned project budget and verify the completeness of all required supporting documentation for all payments vouchers
6. Ensure timely and effective follow up to the financial reviews and findings from the IFRC CCD Finance Department
7. Prepare the financial documents (Payment request, Requisition, and Travel Request, etc) by ensuring that the correct procedures have been followed.
8. As part of the member of The Covid-19 finance team, to have a close coordination with other member in compiling all the settlement and reports
9. Support the Operation Manager on budget revision cycle by providing the financial status and information
10. Ensure all contracts are validated with the IFRC and PMI procedures agreed in Project Agreement before signed by PMI
11. Identify and resolve invoicing issues, accounting discrepancies and other financial related issues;
12. Under the supervision of Finance Monitoring and Development Manager and Covid-19 finance team to support the coordination and communication with PMI HQ, Provinces and branches to monitor and evaluate the completeness of supporting document in order to meet the timely financial reporting
13. Providing recommendation and input to the Line Manager on weakness of the Project/Progamme implementation of activities or finance procedures that may lead to potential loss to the overall operation if proper action is not taken.
14. Providing necessary briefing and refreshment related to the proper financial procedures according to the PMI IFRC regulation.
15. Provide other task assigned by the Line Manager

Education

Required:

Professional /academic qualification in finance, accounting and administration services (min. graduation degree in commerce)

Experience

Required:

1. Minimum 3 Years work experience in a finance or accounting and administrative roles
2. Experience in Administration

Preferred:

1. Experience of working for the Red Cross/Red Crescent
2. Experience of working with Federation accounting and administrative systems
3. Experience of local commercial & contractual systems
4. Experience of project cycle using participatory methodologies
5. Experience in writing narrative and financial reports

Knowledge, Skills and Language

Required:

1. Advanced skills in computers (Windows, spreadsheets, word processing and accounting packages)
2. Experience of and ability to use manual accounting systems
3. Skills in training and developing staff

Preferred:

1. Knowledge and experience of CODA