The WCS Indonesia Program (WCS-IP) is structured under five core thematic programs: Forests; Marine; Wildlife Trade and Policy (WTP); One Health; and Rights & Communities. Under the Marine Program, WCS-IP aims to conserve marine resources vital to the protection and sustainability of a wide range of human activities and livelihoods. Consequently, conservation efforts cannot be separated from the management of fisheries or interaction with coastal communities. WCS employs a rigorous science-based approach to build capacity, strengthen management and inspire community stewardship for the protection and sustainable use of critical marine ecosystems, fisheries and threatened species. To achieve these goals, WCS is assisting the Indonesian government to establish and manage marine protected areas (MPAs), manage marine national parks, manage small-scale fisheries, and protect Endangered, Threatened and Protected marine species in Aceh, North Sulawesi, West Nusa Tenggara, and North Maluku, and two national parks.
The WCS Indonesia Marine Program focuses on the establishment and effective management of MPAs and development of sustainable fisheries, as interlinked strategies to secure and manage Indonesia's coastal marine resources. WCS is committed to assisting the Government of Indonesia to meet its national and international commitments to MPA establishment and management – including a commitment to create a total of 32.5 million hectares of MPAs by 2030. MPAs benefit both biodiversity and fisheries management by protecting habitats and protecting breeding populations of important marine organisms.
POSITION OBJECTIVES
Administration and Finance Officer is responsible to perform administration and finance task as well as any administration support required by WCS Indonesia. Administration and Finance Officer will directly report to Marine Program Manager and coordinate closely and significant on daily basis with Marine Science Unit Manager, Marine Conservation Coordinator, RCs Manager and others manager, coordinators, specialist, and other staffs in MCNP and RCs.
SPECIFIC TASKS AND OUTPUTS/DELIVERABLES
Finance:
- Responsible for reviewing settlement advance report submitted by project staff against receipts;
- Responsible for ensuring completeness of supporting documents and accuracy on nominal for any payments submitted;
- Responsible for preparing approved template to be sent to Finance Department in Bogor
- Review monthly report on advances vs settlement;
- Manage petty cash for Operational Project Office if applicable;
- Maintain WCS-IP financial records and filling which occurred in project base;
- Ensure that all expenditure is made in accordance with established procedure, approved vouchers, complete supporting documentation and budget availability;
- Provide financial analysis for thematic program (budget planning vs expenses);
- Responsible for ensuring completeness and accurate document attached to voucher prior submitting for review including review advance request and other payments;
- Responsible for coding of settlement advance based on donor and Ref Key 3.
Administrative and HR
- Perform annual and semi-annual physical inventory for all office assets (IT, furniture, equipment, office and project supplies, and vehicle);
- Responsible for any travel arrangement (ticketing; accommodation; local transportation) needed by staff, partners, consultant and volunteer who are travelling out their work base;
- Provide support for event arrangement (venue, accommodation, transportation);
- Assist in meeting logistics that is held at the field/field office;
- Coordinate the insurance arrangements with the Operation Unit at Bogor Office;
- Manage approval all procurement that require by the project field for further procurement process, if the amount > 500 USD/IDR 6.500.00;
- Book tickets for staff, partners, consultant and volunteer directly to the travel agent appointed by WCS.
Others
- Provide secretarial services for the Project Staff from time to time;
- Work closely with Marine Support Coordinator and WCS Operation Unit, as necessary to resolve any accounting, administrative or human resource issue;
- Maintain a complete and orderly filing system for all finance admin and HR documents;
- Keep good relationship with the government official and WCS partners /stakeholders;
- Undertake any other duties as assigned by supervisor;
- Undertakes other tasks as deemed necessary in line with the goal of providing management.
THE CANDIDATES MUST FULFILL WITH THE REQUIREMENTS AS BELOW:
- Diploma/Bachelor degree in Administration, Social science or related field
- Minimum 5 years of experience in secretarial, administration or equivalent experience in a similar position with an NGO/INGO or Private Sector
- Ability to work in a fast-paced environment, enjoys challenges and can adapt to various situations while prioritizing multiple work assignments simultaneously.
- Well- organized, attention to detail and have great time management skills.
- Fluent in written and spoken in English.
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