Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian network, reaching 150 million people each year through its 192-member National Societies. The Organization acts before, during and after disasters, crises and health emergences to meet the needs and improve the lives of vulnerable people.
Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality), policies and by Strategy 2020, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.
The Country Cluster Support Team (CCST) covers two countries: Indonesia and Timor Leste. The CCST operates as one joint team to support each country’s National Society and partners.
The Support Services department covers all traditional support services functions including the Human Resources, Finance, Administration, Logistics, Information technologies (IT), Legal support and Security support. All team members cooperate closely to provide efficient support services based on Federation’s standards of quality, competitive cost and time criteria. All team members deliver efficient support services to various stakeholders at all levels in the CCST such as all programme teams, Federation’s visitors, Partner National Societies, National Societies and country teams.
The Finance Assistant reports to Finance Officer and follows the technical direction of Sr. Finance Officer
Finance Assistant – National Staff
Date of issue : 11 – 12 – 2020
Closing date : 25 – 12 – 2020
Duty station : JAKARTA
Country : INDONESIA
Contract Duration : 6 (six) months
Category of Staff : National Staff
Job Purpose
The Finance Assistant assists Finance Officer in performing all key general financial duties and provides finance support services to the Country Cluster Support Team and to Partner National Societies.
He/She assists Finance Officer in managing, processing and troubleshooting various accounts and transactions, in accordance with Federation standard procedures, policies and regulations.
He / She contributes to the achievement of the Federation’s Strategy for Implementation 4 to “ensure a strong IFRC that is effective, credible and accountable” and the role demands strict adherence to the International Federation of Red Cross and Red Crescent Societies’ Code of Conduct.
Job Duties and Responsibilities
Support to the Country Cluster Support Team (CCST)
- Verify and process all the Indonesia and Timor Leste document according to the Federation policies; ie: ensure they are approved by the program manager, using correct coding, attached with valid supporting documents (purchase request, quotation, competitive bid analysis, purchase order, contract, goods received note) etc.
Payment
- Prepare bank transactions for all currency (IDR/CHF) and process all relevant task related to banking
- Process payments by the due date and stamp “Paid” payments that are disbursed
- Ensure that payment has been forecasted before processing payment
- Create bank payment transactions via electronic transfer.
- Provide the bank charges information to be recorded into the CODA system
- Seek the approval of bank signatories after the approved payments requests have been authorized by CSM
- Monitor the bank balance and ensure funds are available to process payments
- Prepare Declaration letter to SCB & manage ceiling USD provided by Indonesia Government
- Ensure support for bank modification on SCB for IFRC & PNS’s
- Update Exchange Rate Information Regularly
- Ensure the Validity of Bank Signatories for IFRC & PNS’s Bank Account
- Responsible for Filing PBND Documents and completing Payment Proposal process in CODA
- Maintain Field Bank Account – IFRC & PNS’s
- Compile payment plan for the following month for monthly cash request
- Perform transactions matching in the CODA system
Month end closing
- Ensure all original documents are in scanned form and have back up files completely
- Ensure all signed documents uploaded in the system
- Ensure all documents in accordance with the Federation policy
- Compile all documents from all field projects
- Report the completion of all monthly closing documents
- Ensure all monthly documents are submitted to IFRC Regional Finance Unit in the second week of the following month
Working Advance (National Society, delegate & national staff)
- Process working advance (WA) to National Society, delegates/local staff on time
- Reconcile the clearance of working advances according to Federation finance procedure
- Prepare staff advance confirmation by end of the month.
- Collect outstanding balance from Advance Delegate on monthly basis
- Compile and report all staff personal usages to HR department
- Updating NS Document database
Administration:
- Archive and dispose documents in accordance with the Federation policy
- Support inventory asset management check
Other tasks
- Additional duties as assigned by Finance Officer.
- Provide support in case of long-term vacancies, absence or illness to ensure finance services’ continuity.
- Advise proactively Finance Officer and Sr. Finance Officer on systems and process improvement that will contribute to increase the efficiency and effectiveness of the accounting tasks.
CONFIDENTIALITY AGREEMENT
He/She must maintain a strict moral confidentiality agreement to the International Federation and shall not disclose neither spread any confidential or sensitive information.
He/She oversees organizing the archives of all financial reports and documents and will treat them as confidential material, not for spreading beyond the target audience, being the Management of the Country Cluster Support Team and the Regional Finance Unit.
Should there be a breach in this confidentiality, the employer reserves the right to terminate the contract with immediate effect.
Exception to the rule: if the information received reveals that the delegate/staff comes to seriously harm, that should be notified to the line manager whose responsibility is to act according to the Federation Code of Conduct regarding supporting vulnerable people.
Requirements
Education
- Diploma or Degree in Relevant Field (finance and accounting)
Experience
- Experience in accounting role and finance
- Experience in document preparation
- Experience of working for the Red Cross/Red Crescent is preferred
- Experience of working for a humanitarian aid organization in developing country is preferred
Knowledge and Skills
- Self-supporting in computers (Windows, spreadsheets, word processing)
- Able to work as a part of team
Languages
- Fluently spoken and written English
- Good command of another IFRC official language (French, Spanish or Arabic) is preferred
How to apply:
Please submit your application letter addressing the above qualifications and experience with your curriculum vitae to: indonesia.hrd@ifrc.org
Please indicate on the subject heading: Finance Assistant-JKT