Vacancy Announcement: Finance & Administrative Assistant (FAA)

Job Title      : Finance & Administrative Assistant (FAA)

Type             : Full time Position

Location       : Univ of Waterloo–FINCAPES Project, Jakarta

Duration       : 2 Year Initial Contract with potential extension

Background:

The FINCAPES (Flood Impacts, Carbon Pricing, and Ecosystem Sustainability) project is a multi-stakeholder, gender-responsive initiative to help Indonesia adapt to, and mitigate climate change, and conserve biodiversity in a socially and economically sustainable manner. Jointly undertaken by the University of Waterloo’s Faculty of Mathematics and Faculty of Environment, the project is funded by Global Affairs Canada and is a 5.5-year initiative to help Indonesia build capacity within government agencies, universities, and related partners.

The FINCAPES project will provide capacity building to support and catalyse Indonesia’s effort through:  Increasing capacity of government, industries, and citizens to adapt to and mitigate financial impact of flood risk; Accelerating application and replication of Nature-based Solution (NbS) for peatland and mangrove restoration and conservation; Strengthening national-level governance capacity for climate change mitigation and adaptation.

Working closely with IPB University, the project will enhance adoption of gender-equitable nature-based solutions for peatland and mangrove restoration and conservation, and promote biodiversity conservation, to support Indonesia’s climate change adaptation and mitigation efforts. These efforts will help identify and disseminate best practices in peatland and mangrove ecosystems that support sustainable livelihoods, biodiversity conservation, and support climate change adaptation and mitigation efforts.

This project will support the establishment and operation of an applied research center for research, field testing, documentation, and dissemination of NbS.

To ensure the project's success, collaboration with IPB University and other stakeholders will be fostered. Geographically, the project will focus on the Lampung, Jambi, and West Kalimantan with a special emphasis on prioritizing gender and social inclusivity in decision-making processes and economic activities within these regions.

Summary of Position:

The Finance & Administrative Assistant (FAA) will play a pivotal role in ensuring the smooth operation of administrative and financial functions within the organization. The incumbent will be responsible for overseeing finance-related tasks such as implementing UW financial policies, managing budgets, reviewing financial documents, and coordinating with relevant stakeholders. Additionally, they will provide crucial administrative support for national-level workshops, meetings, and events, including procurement processes and logistical arrangements.

Key responsibilities and duties include: 

1. Finance:

• Implement UW financial policies & procedures & adhere to GAC rules a regulations.

• Support the implementation activity budget to be in line with the approved workplan.

• Review budget activity, project advances & reconciliation.

• Review travel authorization request, staff travel expense reports, vendor invoices

• Review and conduct spot-check of financial documents from district.

• Monitor completeness of procurement documents approvals.

• Aware of general concept of Income Tax, Withholding Tax and Value Added Tax

• Coordinate with Field Finance and Office Manager for the implementation of operations  in the IPB.

• Manage petty cash and maintain accurate records of expenditures.

2. Administration:

• Provide administrative and logistical support for national-level workshops, meetings, and events organized by the project, such as travel arrangements & accommodation for staff, consultants, including flight bookings, hotel accommodations, & car rentals.

• Responsible for the procurement process related to the project (e.g.: hotel reservations, equipment, printing, etc.)

• Write minutes of Project internal meetings, Steering Committee meetings, Technical Meetings & others if needed.

• Maintain an accurate and up to date inventory of all FINCAPES Jakarta property and transmit monthly inventory list to the Administration/Logistic Manager.

• Other duties as assigned by supervisor.

Qualifications:

• Bachelor’s degree in finance or accounting, administration, management, or another economics-related subject.

• Minimum of 5 (five) years of working experience in the field of office/project administration, grants/contract, finance, and accounting. Experience working with GAC or another international donor-funded project will be an advantage.

• Ability to adapt to & utilize administrative and financial systems.

• Proficiency in word processing (Microsoft Word and Power Point) & spreadsheets applications. Knowledge of accounting software will be an advantage.

• Demonstrates detail orientation, proactive attention to outcomes & expectations,& ability to understand and effectively use information & data.

• Adaptive to working in a team & as an individual with proven ability to work independently and manage time effectively.

• Self-starter able to exercise independent judgment in areas of time management, task prioritization and decision-making - while keeping manager up to date on progress.

Deadline to submit resume    : 19 May 2024

Please submit resume and cover letter to Ivonne Rawis, FINCAPES Office Manager at. Ivonne.rawis@uwaterloo.ca