Position Description
Title
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Accounting Officer (Temporary)
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Report to
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Head of Finance and Administration
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Direct Report
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N/A
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Position Summary
Reporting to the Head of Finance and Administration, the Accounting Officer is responsible forpreparing financial reports and maintaining records of assets, liabilities, revenue and expenditure, payments and other financial activities. S/He conducts regular checks of the internal controls, leads the preparation of the monthly accounts closure of the operation, andensures that disbursements are in accordance with the budget and the ASEAN Foundation’s Financial Rules.
Functional Relationship
Develop and maintain effective, collaborative relationships with the following:
Internal (within Post)
External (outside Post)
Vendors/Contractors
Donors
Partners
Roles and Responsibilities
Finance and Accounting
General accounting tasks, including reconciling and maintaining balance sheet accounts and general ledger operations, preparing journal entries, preparing monthly closing and financial reports, preparing account/bank reconciliations;
Perform finance analysis, reporting and management tasks;
Oversee the validation of transactions and verification of their overall impact on the general accounts;
Lay down and validate the accounting systems and tools;
Review financial paperwork and procedures, provide recommendations and make necessary changes;
Ensure all expenses are within assigned project budget and verify the completeness of all required supporting documentation for all payments vouchers;
Produce periodic financial reports and other financial documents for the management of the ASEAN Foundation in accordance with the prevailing policies and procedures;
Prepare financial reports for donor(s);
Ensure timely and accurate monthly and year end closure of accounts, including bank reconciliation, and submit reports to the Executive Director as per prescribed deadlines;
Ensure account receivables and payables activities are performed accurately and timely;
Settle amounts due, or recover outstanding receivables;
Identify and resolve invoicing issues, accounting discrepancies and other financial related issues;
Assist in designing, implementing, and maintaining audit-compliant internal financial controls;
Prepare and coordinate financial audit;
Ensure timely and effective follow up to audit observations and recommendations;
Update the ED on financial status of the organization;
Protect AF assets through maintenance of asset register, internal control and audit procedures; and
Prepare staff payroll administrations, including fringe benefit computations.
Grant Management
Administrative
Ensure proper and complete documentation and filing for easy retrieval of all accounting related documents;
Identify and provide feedback and suggestions to management related to improvements to the ASEAN Foundation's policies, procedures, processes and financial systems and related programs;
Track benefit accumulation for the foundation staff and produce monthly summary;
In collaboration with the Secretary, implement the ASEAN Foundation’s procurement of goods and services in accordance with the prevailing policies and procedures, obtain written requests for quotations, tracking items ordered, and maintain inventory control and contract tracking system; and
Perform other duties as assigned by the Executive Director and the Direct Supervisor.
Qualifications and Technical Skill
Essential
Fluency in oral and written English and Bahasa Indonesia
Knowledge and hands on experience with Quickbook Accounting Software
Proficient in Microsoft Excel
Desirable
2. Personal Qualities
Flexible, creative, responsive, able to take initiative, reliable, able to follow through on tasks, able to work within systems and procedures, open to learning, able to work effectively in a small team environment involving the sharing of information and at times sharing workloads;
High level attention to detail and accuracy;
Able to analyze and integrate potentially conflicting numerical, verbal and other data from a number of sources;
Willing to demonstrate, apply and share expert technical knowledge across the organization;
Able to provide strategic analysis to senior management to inform decision making; and
Able to work independently and multi-task and meet deadlines.
3. Education and Experience
Essential
Completion of Bachelor Degree in Accounting with minimum of 4 years’ relevant experience in any international development organizations or donor
Desirable
Previous audit experience from reputable audit firm(s);
The Condition:
Successful candidate shall be offered the post with immediate joining date.
Application Process
Please send your application letter indicating the applied position Temporary Accounting Officer, curriculum vitae, and recent photograph no later than 20 August 2015 to: recruitment@aseanfoundation.org.
