Position: Administrative Assistant
Division/Department: Finance and Administration
Salary: Rp. 69,275,463 Annually
Location: Surabaya, Indonesia
Reports to: Director of Management and Operations
Closing date: January 12, 2015
STATEMENT OF WORK (SOW)
Under the supervision of the Director of Management and Operations (DMO), The Administrative Assistant assists with the day to day entry of obligations, liquidations and disbursements, per guidance of the Financial Analyst and Finance Specialist. This position will also assist in entering new vendors in the system, ensuring data is complete and accurate and that the vendors are not listed in the EPLS or OFAC databases. The Administrative Assistant works closely with the DMO, Finance Specialist, Financial Analyst and cashier to ensure that all finance tasks are performed within internal control guidelines ensuring separation of duties and appropriate control processes. Provides back up for Finance Specialist and Financial Analyst when required.
Finance and Accounting
- Assists with data entry of obligations, liquidations, disbursements and travel vouchers per guidance from Finance Analyst and Financial Specialist. Assists with reconciliation of invoices and account statements under guidance of Financial Analyst and Finance Specialist.
- Maintains complete and orderly files of all obligations and liquidations, ensuring all changes to obligations are properly documented.
- Responsible for photocopying, scanning and mailing of financial documents as required.
- Enters actual expenses in excel tracking sheets for travel, Travel plan, health insurance and regular/quarterly expense.
- Checking sub-petty cash expense and volunteer expense claims
Human Resource Management
- Assists with communications with the health insurance company, assisting staff with the processing of their claims.
- Assist Finance Specialist for recruitment process and selection memo as necessary.
- Provides general administrative and financial assistance to support Trainees/Volunteers.
- Assists the Volunteers and Trainees with banking issues.
- Other duties as assigned by the DMO.
- Serves as backup to the Financial Specialist, Financial Analyst, Cashier (for TAs) and GSA on an as-needed basis.
- TDY Travel: The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer.
Safety and Security Support
- Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD.
- Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
Level and Effort
Performs duties at assigned Post during a 40 hour work week. Will be required to travel on an overnight basis as needed to support PCVs and PC events. May be required to work outside of or in addition to normally scheduled hours to support PCVs and fulfill other post requirements. May participate in in-country or out-of-country trainings provided to PC staff.
Occasional Money Holder
The PSC may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to PST/IST training site, or other locations as directed by the Contracting Officer. The PSC may also be required to courier cash to PC trainees or volunteers. The PSC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the PSC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.
Work Experience Requirements and Qualifications
Experience: At least three years of experience working in accounting or finance, preferably including experience with an international organization. Should include experience in maintenance of files and other administration.
Languages: Fluent in Bahasa Indonesia and English.
Knowledge, Skills, and Abilities:
- Knowledge of basic principles of accounting and financial control
- Knowledge of Peace Corps’ philosophy, goals, and policies
- Organization skills and abilities, including the ability to maintain accurate and clear files and documentation
- Ability to act with diplomacy and tact with staff, PCVs, Trainees, community members and members of government while also upholding policies and procedures.
- University/college degree required, preferably in accounting, finance, or administration
Please submit your CV and Application Letter in English to: firstname.lastname@example.org (in PDF format).
Please indicate Administrative Assistant (AA) Application in the subject line of the email http://indonesia.peacecorps.gov/jobs/aa.