Project Finance Assistant - GEMERCIK Project

BACKGROUND

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. In Indonesia, Plan International has operated since 1969, and in 2017 Yayasan Plan International Indonesia (Plan Indonesia) 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 (FY) 2023 to 2027, 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 3 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. Within the context of VUCA (Volatile, Uncertain, Complex, and Ambiguous) world, an NGO like Plan Indonesia, has to adapt and innovate to ensure that we stay relevant, impactful and sustainable.

ROLE PURPOSE

Project Finance Assistant’s role is responsible for providing timely and accurate financial information, ensuring all grant expenditures align with the Fund Authorization Document (FAD) and donor requirements. The role provides financial and administrative support to the Program Management Unit and contributes to the successful implementation of GEMERCIK FCDO Project.

DIMENSIONS OF THE ROLE

• Report directly to the Senior Finance Business Partner.
• Provide daily financial and administrative support to facilitate project implementation.
• Works closely with project teams, procurement staff, and finance colleagues to ensure smooth financial processes and accurate documentation.

ACCOUNTABILITIES

• Financial Management

• Process and facilitate all project related payments or fund transfers for the project.
• Monitor fund disbursements and ensure alignment with donor milestones
• Ensure expenditures are authorized, approved, and supported by adequate documentation.
• Ensure that YPII funds are utilized and accounted for based on generally accepted accounting principles and YPII standards.
• Ensure transactions are accurately coded and appropriately allocated to relevant budget lines / Work Breakdown Structure (WBS) or cost centres.
• Review payment requests for accuracy, approved budgets and check the completeness of supporting documents.
• Monitor acquittals or liquidations of advances and prevent issuance of new advances unless the previous advances are fully settled / liquidated.
• Conduct basic financial analysis (i.e., budget variance) to support project decision-making.
• Work closely with Program/Project Manager, Project Finance Accountant and appropriate CO staff and/relevant field staff in developing project forecasts.
• Maintain secure digital and physical record / hard copy) at both the field office and CO.

• Administration

• Conduct budget checks for requisitions, POs and payments.
• Ensure the effective implementation of YPII and donor procurement policies.
• Maintain accurate record of assets list under the custody of Program/Project staff.
• Maintain an up-to-date list of inventories of the project and support annual physical verification by checking the accuracy of records and location of property.
• Liaise with the Country Office to identify and address the project office operational needs.

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  Other Tasks:

• Ensure appropriate financial controls processes, procedures and systems are in place and adhered to YPII, Government of Indonesia (GOI) and donor regulations.
• Provide accurate and timely financial data to internal and external auditors during field audits for project activities.
• Maintain the audit action list, tracking the completion of follow up actions.
• Perform other related duties as assigned by supervisor or Project Manager.

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  Safeguarding – PSHEA

Ensure that Plan International’s global policies for Safeguarding Children and Program Participants and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

Essential

• Bachelor’s in Accounting, Business Administration, Commerce or Finance,
• At least 3 years relevant post qualification preferably in international organizations, INGOs and/or bilateral organisations.
• Working knowledge of English speaking and written skills.
• Computer software skills, including advanced Excel and other accounting packages.
• Experience managing Donor funds, i.e., DFAT, KOICA, EU, USAID, AUSAID, SIDA, Irish Aid, and UN Agencies would be preferable.
• Experience in capacity development assistance to non-finance staff or sub grantees.
• SAP or ERP Microsoft 365 experience would be preferable.

Desirable

• Good training and coaching abilities
• Strong analytical thinking
• Effective communication
• Good problem solving capabilities
• Able to work in multidisciplinary teams and multicultural environment
• Strong team-building and motivational skills

HOW TO APPLY:

All information will be treated in the strictest confidence, as we pride ourselves on our professional service. We will contact you as soon as we have reviewed your application.

Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by applying now not later than August 31th, 2025.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Program Participants 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.

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 practices, positive attitudes and principles of gender equality and inclusion.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.

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