TEAM/PROGRAMME: CERDAS
LOCATION: Jakarta
Grade: 4
CHILD SAFEGUARDING: Level 2: either the role holder will have access to personal data about children and/or young people as part of their work; or they will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
ROLE PURPOSE
- Responsible for day-to-day administration and financial report of all pipelines conducted by CERDAS
- Liaise with Supply Chain, Finance and HR for required administrative and financial process for activities conducted by CERDAS
- Helping to build a strong brand for the organization by ensuring compliance with global brand procedures and awareness of brand in local market.
- Contribute to ensuring financial sustainability and growth orientation in the funding portfolio
Actively involved in developing and implementing Research, Evaluation and Assessment (REA)
- Develop detail admin and logistic plan required based on TOR of REA activities
- Prepare paper documents for each activity conducted within the REA pipelines
- Searching vendors for the first time to check availability to support the project accordance TOR.
- Ensure that paper documents for everyone who are working with project such as consultants, researchers, or trainers are collected and verified.
- Manage administration affairs of REA pipelines, day-by-day operational activities and other administration tasks of the prevention program accordance to the organization procedure and guidelines
- Responsible accounting correctly for expenditures, accruals and prepayments. Checking that procurement procedures have been followed, adherence to donor regulations, advising on correct policies and procedures to be followed.
- Liaise with finance unit in ensuring all payments are made in compliance with Save the Children policies & procedures e.g. they are correctly authorised in accordance with the Scheme of Delegation, coded per relevant budget lines, are supported by relevant forms and documentation.
- Responsible for checking entries are complete, accurate, appropriately authorised and auditable before submission to finance unit or entering them on the financial system
- Submit monthly cash forecasts and subsequent weekly cash transfer requests to the Treasury Analyst CO
- Manage administration affairs of REA pipelines, day-by-ay operational activities and other administration tasks of the REA activities, adhere to the organization procedure and guidelines
- Conduct regular and high-quality monitoring of the administration affairs in terms of progress against timelines of each REA pipeline and deliverables.
- Record all activities related to admin affairs
- Ensure all data collected are received from External Collaborators and stored in a way adhere to the data safety management
- Compile and maintain legal documents (e.g. contract, service agreement, research permit) documentation
- Ensure that proposed procurements are managed in an appropriate, timely and transparent manner as per Save the Children International Policies and procedures and internal audit requirements.
- Contribute to ensuring all project staff are aware and are actively involved in building and maintaining the brand in all activities, including with external partners
- The post-holder may be required to support lend support to activities beyond the scope of this job description. This will be discussed and mutually agreed with the line manager
- Bachelor’s degree in public administration, management, social science and other related disciplines
- 3 – 5 years of experience in project administration. Working experience in NGOs/INGOs is preferable
- Strong computer skills in Microsoft Office (Word and Excel). Familiarity with SC Indonesia financial and supply chain management system is an advantage
- Fluency in English, verbal and written
- Ability to problem solve, show initiative and work independently
- Ability to response to requests, queries in timely manner
- Good information sharing/communication skills
- Demonstrate a good level of attention to detail
Save the Children