Background
Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. In Indonesia, Plan International operates since 1969, and in 2017 Yayasan Plan International Indonesia (YPII) was established as a national entity of Plan International in Indonesia. YPII is currently implementing its Country Strategy 5 (CS 5) covering the fiscal year 2023 to 20 2 7 , where the country’s purpose is in line with the global Plan International’s Purpose “to advance children’s rights and equality for girls”. Our ambition is to enable at least 1 million girls and young women to learn (gain skills for work), lead (empower to take action on issues that matter to them), decide (have control over their own lives and bodies), and thrive (grow healthy and protected from violence). It means that we will take action to identify and facilitate the removal of obstacles that prevent children, especially girls, and young women from enjoying their rights and participating fully in Indonesian society. This goal will be achieved by implementing quality programmes and projects as well as influencing decision-makers and key stakeholders to make the required changes.
Role Purpose
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Finance and Admin Assistant will work under the supervision of Influencing Director to support administrative and financial roles of Influencing Director including travel arrangement, cash advance and liquidation, meeting schedules, etc. The job holder will also be responsible to support administrative and financial functions of various influencing department activities and events, such as policy dialogue, campaign events, workshops and strategic meetings with stakeholders and youth. The roles will include developing contracts for vendor, consultant, resource person, moderator, facilitator; creating payment request; managing cash advance, and filing all important and relevant documents for influencing department.
The job holder will work closely with finance and procurement division under operation department. The key competencies required for this position will be: excellent administrative skills, such as recording and filling administrative forms; adept with technology especially Microsoft office, Google forms, meeting platforms such as zoom; familiar with SAP Application; good command in Bahasa, English would be a plus, in written and spoken. The experience needed for this position will be minimum 2 (two) years of experience working on administrative jobs..
Accountabilities
Collect and complete financial reporting needs such as receipts, liquidation forms, reimbursement forms, and so on.
Support other administrative and financial tasks in the Influencing Department such as hiring consultants, developing partners contract and requesting payments and other activities.
Coordinate with the procurement and finance department at YPII for administrative tasks.
Operate Plan’s Systems Administrators Program (SAP) or other system used by the organisation
Ensure and resolve administrative needs related to child protection such as informed consent, risk mitigation, ethics and so on.
Coordinate with potential participants or resource persons, especially children and young people, to technically facilitate their participation in activities (registration, transportation, fee, etc).
Complete various administrative work that appears in future activities.
Carry out safeguarding principles in every planning process, making risk mitigation analysis, implementation, documentation, monitoring, evaluation, and reporting within the project.
Conduct behaviour that reflect Committed to building professionalism, a culture of protection, prevention of violence, and the attitude to have the courage to report any form of violence against children and program participants and participate in regular evaluations through the Annual Appraisal related to safeguarding with supervisors
Completed face-to-face induction and/or Safeguarding training and refresher training through the Plan Academy platform and promptly recertify.
Collaboration with partner,vendor /consultant in implement safeguarding standart and well monitored
Carry out Safeguarding principles in every finance and administration work ; put risk assessment and mitigation, informed consent document into check list form Review administration and payment documents to comply with Safeguarding Policy principles, such as document risk mitigation analysis, safeguarding document signed by vendor/consultant, budgeting for safeguarding needs in each program activity, etc. Committed to building professionalism, a culture of protection, prevention of violence, and the attitude to have the courage to report any form of violence against children and program participants and participate in regular evaluations through the Annual Appraisal related to safeguarding with supervisors Completed in face-to-face induction and/or Safeguarding training and refresher training through the Plan Academy platform and promptly recertify.
Key Relationship
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
Internal contact: All Influencing team (high) Finance Division (high) Logistic Procurement Division (high)
External contact:
Children and youth groups (high)
YPII’s Network Partners (resource person / moderator from various background, i.e. government officials, public figures, NGO activists, youth champions, academia, etc) (high)
Consultant & Vendor of Influencing Departments (high)
Technical Expertise, Knowledge, and Skills
Experience and Knowledge
Bachelor’s Degree with minimum 1 years of experiences in administrative work.
Adept at technology, such as Microsoft Office, Google forms, meeting platforms such as zoom.
Experience working on development issues with international NGO experience is a plus
Experienced in working on administrative requirement such filling forms, collect invoices, develop contracts, etc.
Experienced to support development project or NGO events particularly from the aspect of administration and finance.
Familiar with administration and finance system such as SAP.
Good with numbers, a detailed and logical person
Familiar with child rights and gender equality issue is a plus.
Skills Strong a nalytical thinking and p roblem-solving skill Good c ommunication skills, appropriate to the audience Strong team-building and motivational skills Strong negotiating, facilitating and influencing skills
Good management, leadership skills and interpersonal skills
Fluent English (written, speaking)
Yayasan Plan International Indonesia Values in Practice: LeT'S ACT
Lasting impact
We strive to achieve a significant and sustainable impact on the lives of children and young people, especially children and young women from marginalized groups.
Equal, inclusive, empowering
We respect all people, value differences, and promote equality across our programs and workplaces.
Transparent and accountable
We create a working climate and partnership that is trusting, honest, transparent, and accountable for the decisions we make and the impact our work has on our stakeholders.
Smart and lifelong learning
Every time, there are new things that we can learn, so we are eager to seek knowledge that is beneficial for ourselves and the organization.
Adaptive and innovative
We are aware that existing problems and future challenges cannot always be solved with a conventional mindset, so we are constantly innovating in search of breakthroughs.
Collaborative
We collaborate with various parties, both internally and externally, based on good faith and the principles of partnership that apply in the organization to achieve common goals.
Taking Measured-Risk
We realize that risk is part of decision-making, so being brave to take measured risks is the key for us to keep moving forward to be superior and at the forefront.
Physical Environment:
Duty station is in Jakarta with frequent attendance to Plan Indonesia Jakarta Office. Office environment is open space with shared table and locker. Very rare travel to field.
Level of Contact with Children & Young People :
High level : Frequent interaction with children & Young People
All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by apply now not later than July, 17 2023
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy (PSHEA).
As an international child centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
Yayasan Plan International Indonesia believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity . We strive to create a workplace environment that ensures every team in every office and country is rich in diverse people, thoughts, and ideas.
We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.
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