Dear colleagues,
Oxford Policy Management Limited (OPML) is an international development consultancy committed to helping low- and middle-income countries achieve growth and reduce poverty and disadvantage through public policy reform. Since 2006, OPML has been leading technical assistance and assignments in Indonesia across a broad range of areas, including climate change, financial inclusion and market development, and social research – including surveys and qualitative assessments. Since 2020, OPML conducts its business in Indonesia through PT Oxford Policy Management Indonesia (PT OPMI). The in-house team of the Indonesia office comprises of 5 full-time staff and mobilizes numbers of part-time support and consultants.
OPM is now seeking a Finance and Operations Manager to assist with its operational and business management facets. This is a fixed term contract of 12 months and you will be working to enhance the business elements and creating smoother processes to benefit the overall operational side. Due to the nature of the role, candidates should be Indonesian nationality and based in Jakarta or nearby. Please note we cannot sponsor visas.
Main duties of this role will ensure the efficient running of the office, covering relevant areas of operational sectors including Finance, HR and Payroll, IT and business systems, structures, policy, processes and resources. You will also serve as a Company Secretary and provide advice to the Board of Directors of PT OPMI on compliance to all statutory, donor and company requirements.
You will also be asked to lead and implement the review, development and implementation of financial and operational procedures and policies for OPM Indonesia, while effectively and demonstrably managing and reporting on OPM Indonesia's financial systems and processes. This will include accounts receivable and processing, reconciliations, compliance, budgeting, management of client finances including internal reporting and invoicing.
At a more detailed level, day-to-day responsibilities and duties will involve (not exhaustive):
Operations
- Implementing internal OPM Group policies in OPM Indonesia to ensure compliance across the organisation.
- Ensuring local national regulations are implemented in OPM Indonesia and communicated to OPM Group.
- Supporting the Board of Directors by providing a secretary function to ensure OPM Indonesia is compliant with statutory requirements.
- In collaboration with the country management team and operations leads in OPM, planning, developing and implementing business solutions for all operational management systems and processes.
- Leading successful delivery of IT performance and data management within the office to agreed objectives and timetables, management of SLA with external IT support
- Managing office suppliers and contractors including management of service delivery contracts.
- Overseeing the management of the company premises, including but not limited to leases, relationships with landlords and the building managers.
- Putting in place and enforcing office related procedures for Health and Safety and Human Resources.
- Overseeing and reviewing all insurances annually to ensure compliance.
- Leading the management of administrative supports to the Indonesia office as per evolving office requirements.
- Supporting the employee recruitment process, leading on in-country induction, and supporting global induction recruitment.
Financial Management which will oversee responsibility for finance policies and procedures for the Indonesia Office in collaboration with OPM Group Central Finance ensuring consistency with all internal policies, processes and procedures including:
- Reviewing, developing and implementing strong office financial procedures and controls.
- Ensuring compliance with Indonesian financial reporting and tax regulations.
- Processing payroll for Indonesia Office.
- Preparing invoices, payment, advance and journal vouchers that include withholding taxes and comply with national, provincial, local and company regulations.
- Monitoring status of advances and expenses accounts to ensure that payments/expenditure reporting are up to date.
- Overseeing the preparation of monthly cashbooks, bank reconciliation of all bank accounts and other monthly financial reports for OPM Indonesia, reporting to OPM Group as per reporting schedules.
- Preparing budgets for a variety of stakeholders including clients, OPM management and financial teams.
- Coordinating with external auditors for timely completion of audits.
- Ensuring all required tax forms, certificates, reconciliations and returns and other government documents as required
- Managing any other finance or office management process or systems as reasonably requested by the country management team or OPM Group management team.
- Advising OPM Group on Indonesian regulation (including tax issues) that affect the business.
Successful candidates will be able to display the following skills, qualifications and experiences:
- Pre-existing right to work in Indonesia
- Demonstrable (more than 5 years is preferred) experience in accounting and/or office management positions
- Qualification in accounting or business administration or commensurate experience
- Strong technical bookkeeping skills and commercial awareness with an understanding of Indonesian financial regulations and tax requirements
- Familiarity with commercial process in developing project budgeting is a preference
- Excellent numeracy, IT literacy and ability in Excel, Word, Outlook, and financial systems
- High quality work delivery and direct implementation of operations and finances, with key attention to detail and accuracy
- Excellent analytical and problem-solving skills
- Good organisational skills as requirement to manage multiple stakeholders
- Good communication and presentational skills, including very good command of English and Bahasa Indonesia.
- Ability to recognise and meet essential deadlines
- Ability to deal with people at all levels
- Strong interpersonal skills and ability to work effectively as part of a small team
- Willingness to work across different time zones; and,
- Willingness to be based in Jakarta or in its vicinity (no relocation payments available).
If you meet the essential criteria listed above, we would really like to hear from you. Please submit a CV via the OPM portal (https://www.opml.co.uk/work-with-us/careers, keyword: Finance and Operations Manager) by 21 September 2021. We look forward to receiving your application.
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