[newdevjobsindo] Rare - Consultant, Finance & Operations Coordinator based in Ambon, Maluku

Agustus 21, 2026 Comment

Annex-1 Term of Reference

Consultant, Finance & Operations Coordinator

Start Date: 21 September 2026
Duration of Contract: 6 (six) months

Project/Program: MA+R/Fish Forever Initiative

Reports to: Manager, Finance & Operations

Dept./Division/Program: Operations

Location: Ambon, Maluku

Travel: up to 30%, including travel to remote locations in Maluku and North Maluku

Fee Range: IDR 7,000,000 – 8,500,000 per month

Background

About Rare

Rare is the global leader in driving social change to help people and nature thrive. We have helped thousands of people across hundreds of communities in over 60 countries shift their behaviors and practices to protect the nature that sustains their lives, livelihoods, and communities.

Our people-centered approach is rooted in behavioral science and design thinking. We partner with local leaders and their communities to identify and break down barriers to adopting sustainable environmental practices and make change easier to adopt. We spotlight local solutions that enable communities to develop ownership, responsibility, capacity, and pride in conserving their natural resources and protecting the environment. And together, we shift social norms to make sustainability the default and ensure lasting change.

At Rare, we believe that the cumulative power of individual and collective action is a vital pathway to safeguarding and restoring our shared waters, lands, and atmosphere. With the right tools, knowledge, resources, and partnerships, individuals and communities can adopt sustainable behaviors and practices, and seed changes that spread across entire regions and countries.

Change is what we do. That’s what makes us Rare.

Core Responsibility

To help program implementation, Rare is now seeking Finance & Operations Coordinator to support project implementation at the provincial level for programs in Maluku and North Maluku. This role will provide support for the operational day to day needs of the field office by ensuring that Financial Management, Field Office Operations Management, Logistics needs, and Safety requirements are met based on Rare’s policies and procedures, local laws and regulations, and donor requirements.

The Finance & Operations Coordinator will report directly to Manager, Finance & Operations. S/he will work closely with other staff in site office.

Main duties and key responsibilities

Financial Management:

Review, check, and compile field-office and program expenditure documentation for Maluku and North Maluku, including staff advances, travel expenses, vendor invoices, partner-related transactions, and activity costs.
Verify mathematical accuracy, budget coding, business purpose, dates, approvals, payee details, proof of receipt or completion, and completeness of supporting documents before submission or processing.
Prepare payment request forms and payment packages for staff and third parties; coordinate queries and corrections with requestors and the Manager, Finance & Operations.
Maintain petty-cash records and controls, including secure custody, transaction logs, weekly checks, monthly reconciliation, replenishment requests, and prompt investigation of variances.
Track staff advances, receivables, and outstanding accountabilities; follow up aging items and escalate overdue balances in line with policy.
Support budget monitoring, cash-flow forecasting, activity funding, accrual information, and variance explanations for the field portfolio.
Maintain complete, orderly, confidential, and readily retrievable electronic and hard-copy finance files in accordance with record-retention requirements.
Support implementation partners with transaction compilation and financial-report review, while maintaining clear accountability for partner approvals and ownership.
Maintain current finance, procurement, contract, vendor, asset, advance, issue, and action trackers and provide status updates at the cadence agreed with the Manager, Finance & Operations.
Provide practical briefings and refresher guidance to staff and partners on expense documentation, procurement, travel, cash, asset custody, and fraud or conflict-of-interest awareness.
Recommend process improvements based on recurring issues, service data, staff feedback, and audit or spot-check findings.
Perform other related finance and operations duties reasonably assigned within the purpose, authority, and competence of the role

Procurement and Vendor Management:

Serve as the field procurement focal point for hotels, meeting venues, accommodation, transport, office supplies, equipment, products, contractors, and other goods and services required in Maluku and North Maluku.
Translate approved requests into clear specifications or terms of reference; obtain quotations or conduct competitive sourcing in line with applicable thresholds and approved procurement methods.
Identify, screen, and maintain a diversified vendor pool, including local suppliers; complete required due diligence, tax and banking verification, conflict-of-interest declarations, and restricted-party checks where required by policy or donor rules.
Prepare bid analyses and value-for-money recommendations that consider price, quality, availability, delivery time, safety, environmental considerations, and past performance.
Ensure procurement is not split to avoid thresholds and that no purchase, commitment, or vendor engagement proceeds without the required approvals, purchase order, contract, or documented exception.
Maintain a vendor register and procurement tracker; monitor purchase orders, contracts, deposits, deliveries, service acceptance, invoice matching, outstanding commitments, and contract expiry dates.
Monitor hotel and supplier service quality, document complaints or non-performance, obtain corrective action, and update vendor performance records after significant assignments.
Protect procurement integrity by maintaining confidentiality, equal treatment of bidders, transparent records, and appropriate segregation of requesting, selecting, approving, receiving, and paying duties.

Office Operations, Logistics, Assets, and Safety:

Coordinate logistics for meetings, workshops, travel, field visits, and program activities, including venue, accommodation, transport, supplies, participant needs, and contingency arrangements.
Manage routine Ambon office operations, including utilities, internet, lease and service coordination, cleaning, repairs, supplies, insurance documentation, records, and relationships with landlords and service providers.
Maintain an up-to-date asset and inventory register; coordinate tagging, handover, movement, periodic physical verification, maintenance, loss or damage reporting, and disposal in accordance with policy.
Promote cost-effective, accessible, environmentally responsible, and locally appropriate operational arrangements, including office greening and responsible purchasing.
Support office health, safety, security, and emergency readiness, including incident reporting, emergency contacts, first-aid and fire-safety arrangements, and coordination with the designated safety or security focal point.
Provide reasonable operational guidance to staff and partners travelling within or into the covered provinces, including the practical constraints of remote-area delivery.

Compliance Monitoring and Risk-Based Spot Checks:

Test sampled transactions for authorization, allowability, allocability, accuracy, budget availability, procurement compliance, evidence of receipt, value for money, duplicate payment, correct coding, and compliance with donor and organizational requirements.
Expand testing or recommend further review when exceptions indicate a wider control concern; preserve evidence and maintain confidentiality throughout the review.
Record findings in a spot-check log, distinguish errors from control weaknesses or suspected misconduct, agree corrective actions and due dates with responsible owners, and monitor closure.
Provide concise monthly findings and trend reports to the Manager, Finance & Operations and escalate significant, repeated, or unresolved issues promptly.
Avoid self-review: the coordinator must not independently certify transactions that they initiated, selected, approved, received, or otherwise controlled. Potential conflicts must be disclosed and reassigned.

Qualifications & Experience

Bachelor's degree in accounting, finance, business administration, management, or a related field
Minimum of five years of relevant experience in finance, accounting, procurement, administration, or field operations; experience with an international or local NGO and donor-funded projects is preferred
Demonstrate careful attention to detail.
Strong Microsoft Excel and Word skills and the ability to learn or operate accounting, procurement, document-management, and collaboration systems.
Demonstrate ability to handle a heavy workload and changing priorities and tasks under strict deadlines.
Excellent communications and personal management skills, ability to relate to people at all levels of an organization with different multi-cultural backgrounds.
Strong interest and ability to work effectively in a team environment.
Able to work independently with minimum supervision but also accustomed to working in a team achieving agreed goals.
Good communications skills - able to express complex information in a simple and succinct manner.
Self-starter, pro-active and uses initiative - can work independently and priorities own workload.
Strong written and spoken Bahasa Indonesia; working English is desirable.
Flexible and able to work under pressure and often to tight deadlines; including an ability to prioritize job.

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, as well as video conferencing technology, emails and social media.

PHYSICAL DEMANDS

This is a largely sedentary role; however, some light walking around the office may be necessary, such as lifting reams of paper, moving chairs, boxes and other office-related equipment or tools.

POSITION TYPE AND EXPECTED HOURS OF WORK

This is a full-time position; typical workdays and hours are Monday through Friday 9 a.m. to 5 p.m. However, there may often be times when longer work hours are required. Please note that this position is eligible to participate in Rare's telecommuting or flexible work schedule program.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Rare is an equal employment opportunity employer and is committed to a proactive program of affirmative action and diversity development. Rare will continue to recruit, hire, train, and promote into all job levels without regard to race, religion, gender, marital status, familial status, national origin, age,

All mental or physical disability, sexual orientation, gender identity, source of income, or veteran status. All employment-related decisions are based solely upon legitimate, job-related factors such as skill, ability, past performance, attendance and length of service. Discrimination of any type will not be tolerated under any circumstance.

Application Procedures

Please submit your application and curriculum vitae, relevant experience, via email no later than 4 September 2026, to Ratna Kania <recruitmentindonesia@rare.org>, placing the job title in the subject line and label your CV with your name. Only shortlisted candidates will be notified. Applications received after the deadline will not be considered.