Admin & Finance Officer – Papua Barat Daya

DT Global•Ottawa, ON

8d•Onsite

About The Position

The Admin & Finance Officer - Papua Barat Daya will provide day-to-day administrative, logistical, and financial support to ensure the smooth functioning of KITA SEHAT’s Papua Barat Daya provincial office. The role supports a wide range of office management and financial processes, including financial and office administration, procurement and vendor management, logistics for events and travel, maintenance of inventory and assets to ensure efficiency, compliance, and value for money in project operations in accordance with the KITA SEHAT Operations Manual and DT Global Policies and Procedures. The position works under the direct supervision of the Provincial Manager – Papua Barat Daya in close coordination with the Finance and Operations team in Jakarta, providing proactive updates and alerts on key financial and administrative matters.

Requirements

Bachelor’s degree or equivalent in Accounting or Finance
Minimum 4 years’ experience, including working in a finance function, preferably in the international development sector, ideally including experience in administrative support.
Based in Sorong, Papua Barat Daya
Demonstrated ability to coordinate vendors, procurement and office maintenance
Strong organisational skills with high attention to detail
Fluency in Indonesian and English (oral and written).
Demonstrated initiative, reliability, sound judgment, problem-solving skills, and professional integrity.
Strong ability to work productively both independently and as part of a team in diverse, cross-cultural environments and manage competing priorities under pressure and to tight deadlines.
Competent in the use of Microsoft Office and other IT applications in common usage

Nice To Haves

Demonstrated experience working with donor-funded (strong preference for DFAT) development programs in a multi-culture stakeholder environment, and in an international, compliance-oriented organisation
Experience supporting event logistics and travel coordination
Proficiency in BST, MYOB, or other accounting software, and/or SUNFISH system.
Knowledge or experience processing VAT restitution or exemption.

Responsibilities

Support provincial office administrative matters in compliance with KITA SEHAT/DT Global policies and procedures.
Provide secretarial support for the provincial office and take minutes for any meetings as requested by the Provincial Manager - Papua Barat Daya.
Ensure all documentation is filed in accordance with the KITA SEHAT filing system.
Support management of the provincial office to ensure utilities and office services are provided in a seamless manner, including liaison with vendors, landlords, and building management for maintenance, pest control, and repairs.
Under the guidance of the Procurement and Admin Manager in Jakarta, ensure all assets and inventory items are tagged and recorded with serials numbers, purchase details, and locations, and support the completion of handover and return reports for assigned items.
Support regular assets check, prompt repair and regular maintenance of IT and office equipment as required; manage stationery supplies.
Support management of security of the office and equipment stored in the office.
Support management of support staff and/or third-party service providers for office support functions (like drivers, cleaners, security guard, etc.) specific to the provincial office.
Assist the KITA SEHAT Safety and Security Focal Point related to fleet management and office WHS issues.
Maintain the office calendar and meeting room bookings.
Work closely with the Procurement & Grants Coordinator in Jakarta to prepare relevant documentation for purchase of local level goods and services required for office operations and/or local-level events and activities and ensure compliance with relevant KITA SEHAT policies/procedures and thresholds.
Work closely with the Procurement & Grants Coordinator in Jakarta to maintain a tracker for all active vendor contracts (e.g. office lease, insurance, internet, printing, vehicles or ground transport providers, archiving, software subscriptions, maintenance, cleaning and other facility services).
Escalate to the Provincial Manager – Papua Barat Daya and Procurement and Admin Manager in Jakarta any vendor performance issues, delays, or compliance concerns.
Work closely with the Finance team in Jakarta to prepare and process transactions relevant to the Papua Barat Daya provincial office, and undertake daily data entry into the accounting system, produce accurate financial reports to agreed deadlines, ensure they follow the relevant KITA SEHAT procedures and processes outlined in the Operations Manual.
In consultation with the Finance team in Jakarta, conduct and ensure accounting of KITA SEHAT related activities in Papua Barat Daya are undertaken in an accurate and timely manner, including but not limited to journal entries, expense monitoring, tax compliance, accounts payable, accounts receivable, cash management, reconciliations, and close-out reports.
In consultation with the Finance team in Jakarta, review the calculation of allowances (i.e. transport, per diem, meeting etc.), honorarium (resource person, moderator, facilitator, etc.), ensuring these are correct and align with the KITA SEHAT Operations Manual and Unit Rates, and the relevant supporting documents (i.e. bank account details, ID card, tax ID number) are available and valid.
Support collection of payment claims/invoices and supporting documentation from suppliers/vendors, subcontractors and grantees, and check for accuracy and completeness to ensure these are submitted in line with the terms of the relevant agreement, and prepare invoices for payment, including seeking all necessary approvals.
Maintain financial tracking tools for short-term advisers, subcontractors, and grantees.
Organise and maintain comprehensive program financial records, ensuring both soft- and hard-copy documentation is accurate and compliant with legal and regulatory requirements, and regularly send hard-copy documentation to Jakarta to assist with VAT restitution/exemption process.
Support fraud management and anti-corruption and uphold a zero-tolerance culture for financial misconduct.
Work closely with the Finance team in Jakarta to monitor provincial cash flow, provide estimates as required and prepare funds requests.
Manage petty cash and assist in preparing bank account reconciliations.
Monitor and track advances and acquittals for Papua Barat Daya -based team and other local personnel.
Provide administrative and logistical support for KITA SEHAT events and activities in close coordination with the KITA SEHAT - Papua Barat Daya team, and relevant team members in Jakarta.
Arrange venue booking, catering, travel, accommodation, and materials in compliance with KITA SEHAT procurement policies and procedures as outlined in the Operations Manual.
Support travel coordination for staff and consultants travelling to Papua Barat Daya, including ticketing, accommodation, and itinerary management.
Maintain records of travel authorisation, itineraries, and related documentation.
The Admin and Finance Officer may be requested to assist with inputting certain provincial level data into the program’s Management Information System (MIS) to support MEL reporting.
Comply with DFAT, DT Global and KITA SEHAT policies on GEDSI, fraud and anti-corruption, child protection, PSEAH, and the environment.
Ensure compliance and adherence to various operational policies, guidelines and manuals issued by DT Global and KITA SEHAT.
Proactively identify and report risks and manage risks within your level of accountability.
Undertake other duties as required by the Program.