Finance, Administration and Operation Officer

Batas Waktu
Lokasi
Humbang, Sumatera Utara

Finance, Administration and Operation Officer

8 May 2020

Under the leadership of the Program Coordinator, The Finance, administration and Operation Officer Will base in Humbang Hasundutan District and responsible to finance, administration and operation issues in Humbang Hasundutan office.

This position will be temporary staff until end of February 2021.

ESSENTIAL JOB FUNCTIONS:

Finance

  • Become point of contact between Jakarta and field office for any field financial issue;
  • Provide first advice to field office team to ensure all finance and operation process fully meet requirement the YMCI policy and procedures (FP3, Field Finance Manual and Sub Award Financial Management Manual);
  • Verify expenditures report from local partner, ensure all receipts and supporting document are completed, and funds received are correct;
  • Maintain operational advance cash needed for routine office operation;
  • Other finance related duties as assigned, including possibility to maintain sub ledger if needed.

Administration

  • Provide support in ensuring that Mercy Corps’ Program Management Minimum Standards based on the organization-wide guide are met;
  • Establish and maintain appropriate filing systems for program correspondence, including but not limited to donor emails, reports, work plans, contracts, revised budgets, etc;
  • Co-ordinate any other necessary administrative and office management details on behalf of the Office Coordinator.

Operation

  • Responsible for all operational needs of COVID-19 Preparedness program and any other program/Project in Humbang Hasundutan;
  • Responsible for all fleet management in Humbang Hasundutan Office;
  • Handle Procurement process and prepare simple service contract & Full Contract (Direct – Small Purchases);
  • Adequate documentation of purchase transaction and procurement contracts for archival and audit purposes should be followed using the forms outlined in the Field Procurement Manual (FP3) and signed by the appropriate authorities;
  • Make sure that all delivered items from vendors are in accordance with printed Purchase Requisition;
  • Prepare goods received note and collect the authorized signature;
  • Prepare the required documentation of supplies and transactions are completed to YMCI standards;
  • Assist the program and office staff with procurement activities, as required;
  • The operation officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to YMCI and to not jeopardize its humanitarian mission;
  • Develop and Maintain high quality of filling system both soft copy and hard copy for procurement related documentation;
  • Involve in tender process based on FP3 procedure and coordinate with Procurement Team in Jakarta;
  • Assist the operation manager to provide Master List for Humbang Hasundutan Office every month.

Supervisory Responsibility: none

Report Directly:  Jakarta Finance and Operations

Qualifications:

  • Bachelor Degree in Accounting, finance, administration or other relevant field.
  • Minimum 2 years’ experience working in finance and operation, especially for disaster management program
  • Have experience in Procurement, supply chain management; logistic or related field;
  • Strong computer skills in MS Office programs, particularly Excel 
  • Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail
  • A clear understanding of procurement ethics and donor compliance is essential.
  • Advanced oral and written local and English skills
  • Priority will be given to the candidates from North Sumatera and surrounding Area

Please send your CV together with form on this link with position applied on the email subject to hrd@id.mercycorps.org 

Vacancy will be closed 17 May 2020 and only short listed candidates will be contacted for interview. We look forward to hearing from those who are interested in taking this opportunity to grow and develop with us.

Thank You,

Human Resources Department