Since April 2009, Canadian Red Cross (CRC) has worked with the Indonesian Red Cross in the development of a program plan which will address issues of institutional capacity building of Indonesian Red Cross (PMI) chapters and the capacity of PMI chapters to deliver disaster risk reduction as part of an effort to strengthen the resiliency of the community to prepare for, respond to and cope with the effects of future disasters. We are looking for qualified and committed candidates to fill the following position:
Finance Manager (FM)
Based in Jakarta
Standard Function Description:
Under the supervision of the Program Coordinator and/or Country Representative, the Finance Manager will be responsible for the daily operations of the finance function and providing financial expertise in support of the overall strategy of the delegation. The Finance Manager’s responsibilities include general controllership, financial reporting, treasury, and management functions of Canadian Red Cross (CRC) operations in Indonesia. The Finance Manager will also provide support and technical expertise to PMI (Indonesian Red Cross) in support of the goal of building safer and resilient communities.
Duties applicable to all staff
1. Actively work towards the achievement of the CRC goals.
2. Abide by and work in accordance with the Red Cross/Red Crescent principles.
3. Perform any other work related duties and responsibilities that may be assigned by the line manager.
Key Task and Responsibilities:
1. Cash and bank payments & receipts
Ÿ Supervise the processing of bank and cash transactions; ensure compliance with CRC policies for appropriate approvals and internal control procedures for all cash disbursements, receipts, transfers and security over all control documents.
Ÿ Perform regular checks on cash counts, cash and bank reconciliations;
Ÿ Verify account coding on payment requests and cash/bank journals;
Ÿ Ensure that all purchase invoices are paid by the due date.
Ÿ Ensure that monthly invoices are prepared for all personal telephone calls and that these are then deducted from the appropriate per diems/salaries.
Ÿ Ensure proper security controls are in place for the management of petty cash.
2. Delegation accounting system maintenance (GP/ACCPAC)
Ÿ Supervise data entry done by finance officer, including verification of correct coding, dates and descriptions;
Ÿ Check GP/ACCPAC system balances to supporting documentation (balance sheet accounts)
3. Responsible for overall payroll matters, specially:
Ÿ Check the monthly staff payroll, including all tax, pension funds and other social charges calculations;
4. Financial Management
· Support budget holders in managing funds and financial assets of the country representation, under the overall direction of the Program Coordinator and Country Representative. This includes: cash flow and cost control management as well as the management of the payments, cashier, bank signatory and payroll functions. Advise Program Coordinator, Country Representative and budget holders on financial matters;
· Check the Representations Petty Cash floats and ensure that a float of IDR 5’000’000.00 is maintained at all times.
· Monitor the budgets of the delegation and ensure accurate accounting, authorisation and internal control procedures. Investigate and address significant variances with budget holders supported by Program Coordinator and Country Representative;
· Prepare the representation’s monthly cash flow forecast, ensuring adequate, but not excessive, funds are available at all times to provide for continuity of operations and services.
5. Monitor Working Advances
• Work with PMI counterparts at all levels, delegates and national staff to ensure correct preparation and coding of working advance reports;
• Reconcile GP/ACCPAC balances to working advance reports regularly;
· Confirm outstanding working advance balances with PMI on a monthly basis.
• Monitor and follow up on outstanding balances to ensure timely reporting and clearance;
6. Month end processing
• Reconcile balance sheet accounts;
Ÿ Prepare accruals and provisions if needed;
Ÿ Ensure that financial documentation is complete and supported by appropriate documentation and submit to the National Office in a timely manner;
7. Financial Reporting
· With support of Ottawa National Office finance department compile accurate, regular and timely financial reports for PMI budget holders;
· Produce regular and timely weekly and/or monthly financial reports and analysis to the Program Coordinator and Country Representative, clearly indicating performance against objectives and program financial management.
8. Budgeting
· Assist with the development of the yearly operational budgets.
· Provide support to staff in the preparation of budgets and forecasts to support new proposals or project and program realignments.
9. Internal Control & Audit
· Ensure full compliance with all CRC policies and procedures;
· Ensure adequate internal controls are in place within all finance and accounting functions.
· Facilitate and participate in both internal reviews and external audits (e.g. CIDA), as required.
10. Support capacity building
· Under the direction of Program Coordinator and/or Country Representative, provide support to PMI chapters, branches and Pusat with regards to finance including training and mentoring to PMI staff as requested to help further strengthen their systems and procedures.
· Train, support and provide advice to delegates and national staff in financial and administrative matters.
11. Management and Supervision of Finance Department Staff
· Direct, support, train, and line manage the finance staff of Canadian Red Cross in Indonesia.
· Conduct regular performance appraisals of finance staff.
12. Ensure that the fixed asset system is updated and verified quarterly.
13. Ensure adequate back up and retention systems are in place and followed for all finance master files.
14. Any other tasks assigned by the Program Coordinator as required.
Lateral relationships
1. Establish and ensure effective working relationships with the delegates;
2. Ensure effective working relationships with National Society counterparts and leadership;
3. Ensure effective working relationships with technical and service departments at the National Office level.
Person Specification:
1. In good mental and physical health;
2. Appropriate Professional qualification in Finance;
3. Experience of managing and supporting staff;
4. Competent in Financial control at all levels;
5. Competent in budgeting and budget monitoring;
6. Experience of producing narrative & financial reports to deadline;
7. Self-supporting in computers (Windows, spreadsheets, word-processing);
8. Languages English: Professional Berlitz level 6;
9. Skills in training and developing staff;
10. A high degree of competence in teamwork; commitment to the International Red Cross and Red Crescent Movement; national society relationship skills; integrity and personal conduct; sensitivity to diversity; flexibility and adaptability; initiative and direction; interpersonal skills; resilience; results focus and accountability;
11. A high degree of competence in planning; management of budgets; management of resources; monitoring; supervision and control; reporting; communication; networking; management of self; management of others;
12. This programme will involve travel within Indonesia and possibly occasional travel abroad;
13. To adhere with The Fundamental Principles of Red Cross and Red Crescent Movement at all times.
Please Notice: Applications should be sent to recruitment.id@redcross.ca
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