VACANCY ANNOUCEMENT - FINANCE OFFICER & BASE MANAGER FOR PADANG

VACANCY ANNOUNCEMENT

ACTED (Agency for Technical Co-operation and Development) is an
international NGO founded in 1993 and headquartered in Paris. ACTED provides
relief to victims of conflict and natural disasters as well as local
vulnerable populations. Its activities range from emergency relief to
long-term development projects. ACTED implements around 150 projects a year
in twenty countries in Africa, Central Asia, Europe, Latin America and the
Middle East.

ACTED has been working in Indonesia since April 2005 assisting those
affected by the tsunami and Nias earthquake. ACTED is now starting emergency
projects in Padang for the earthquake-affected populations of Padang
Pariaman and Agam district.

ACTED is currently looking for qualified staff to fill a few position in
Padang Pariaman, West Sumatra. This project will consist in the distribution
of tool kits, and the organization of Cash For Work Activities for 800
families for clearing and rehabilitating community infrastructures in 6 to
10 villages.

1. " Finance Officer"

The Finance Officer is in charge of the base's accountancy and of the update
of some of the financial indicators of projects that ACTED is implementing
in the region. He/ She will assist the Head of Finance and the Finance
Controller in any related tasks as requested.

Key Responsibities:

Budget Control:

* Accountable for the Padang base accountancy:

i. Control that base vouchers are completed

ii. Entering vouchers in SAGA accounting software (daily)
using the updated allocation tables

iii. Cash checking at month end and bank reconciliation

iv. Recheck standard description, accountancy code and
allocation at month end.

v. Follow up on advances, loans, currency exchanges,
transfers, etc for the base.

Responsible for:

i. Preparing PRATIC, running cost, debts, contract FU
for the base

ii. Preparing the weekly and monthly cash request for the
base

. Accountable for the efficient flow of financial information to
line managers

. Prepare the finance part of the asset report

Cost Control:

* Ensure that non allocated resources (ACT) are not in used on the
base, unless an approval is given by the CFM.
* Be the focal point for the FLAT Officer to collect and provide
financial documents
* Enforce with line managers that procurement documentations are
systematically used
* Together with other finance team members, participate to the control
of the other ACTED bases monthly vouchers

Other tasks:

* Participate to the weekly Gusit Flat meeting
* Contribute with ideas and suggestions regarding improvement of
financial management of the mission
* Provide any support for the good functioning of ACTED office
whenever requested by the line managers

This position is integrated into ACTED Finance Department at capital level
and may require field assignments. The Finance Officer will be expected to
fulfil any other task requested by his hirarky.

-

2. Base Manager

Functions:

1. Administration:

. Preparing administrative documents such as internal notes, memos,
regulation and validates all documents with ACTED country office before
diffusion

. Supervise his/her assistant on liason activities and support
him/her on daily routine works

. Preparing premises agreement negotiation with landlords and make
contract data base on mutual agreement after approval from Country Director

. Update premises follow up table for any changes on payment,
allocation, agreement, etc

. Approval holidays of the staff by producing a coordinated holiday
planning

. Management of staff in office, controlling of their attendance
sheet

. Maintain complete update staff files

. Enforce ACTED internal rules and regulation

. Look after ACTED new staff transitting via Padang office

2. Finance

. Respect existing financial procedures and send all accounting
documents to ACTED country office based in Gunungsitoli

. Follow up financial indicators of ACTED projects

. Help the country office to have clear version of the base's
financial situation

. The finance officer accountable for the true and fair accountancy
of his base

Key Responsibilities

Budget Control:

* Accountable of his base accountancy:

i. Entering vouchers in SAGA accounting software (daily)
using the updated allocation tables

ii. Cash reconciliation of SAGA cashbooks and physical
cash in the safe (signed by 3 people once a week)

iii. Closing SAGA (at month end) cross reference and
lettering of vouchers, check standard description, accountancy code and
allocation

Responsible for sending accounting documents to ACTED country office on
time:

i. SAGA back up on the 4th of each month

ii. Cash reconciliation (TITANIC-PRACTIC file) on the 5th
of each month

iii. Monthly cash request on the 13th of each month and
fortnightly update on the 30th of each month

* Follow up financial and accountancy procedures of ACTED INDONESIA
* Accountable of efficient flow of financial and accountancy
information to country finance department based in Gunungsitoli
* Financial accountability of his base 's project

Cost Control:

* Ensure that all resources of his base is allocated on the project
* Ensure that the running cost of his base is not raising up from the
standard norms
* Ensure that non allocated resources (ACT) are not used any project,
unless an approval is given by the CFM

Internal Control:

* FLAT Management in base level
* Accountable of procurement documentation

3. Logistics

* Procurement: responsible for respecting ACTED procurement
procedures, specifically all necessary authorised on documents.
* Procurement: responds to requests from ACTED offices on a timely and
accurate manner
* Ensure that Padang has all the means to function property
* Ensure timely flight booking for staff ACTED on his base
* Produce a weekly order follow up to send to the Logistic Manager and
the Cordination
* Ensure an adequate and update filling system

4. Reporting

* Chair the weekly coordination staff meeting every Thursday and send
meeting minutes to all managers of the contry office + Padang office staff
* Prepare a monthly activity report and send it to the coordination by
the 13th each month

General condition:

* For 3 months contract extension possibility
* Local people preference
* Jamsostek

For people from outside intervention area:

- Free housing

- IDR 300.000 for food allowance

- Transportation to the work site and back home respectively at the
beginning and the end of the contract

- Phone allowances notice after arrival.

GENERAL NOTE TO ALL APPLICANTS:

Interested candidates should submit a CV and cover letter clearly stating
their relevant skills, experience, by email to:

Indonesia@acted. org or

To address:

- Jl. Palembang no.11A komplek Asratek Ulakarang, Padang

- Simpang Pasar Pekan Ternak Desa Sungai Sarik Kampung Bedang, Kec.
VII koto kab. Padang Pariaman

Submission Deadline: 29 October 2009

ACTED wishes to inform applicants that only short list candidates will be
contacted.