Administrative and finance officer

The Asian Disaster Preparedness Center (ADPC), established in 1986, is a regional non-profit foundation with headquarters in Bangkok, Thailand supporting the advancement of safer communities and sustainable development, through implementing programs that reduce the impact of disasters upon countries and communities in Asia and the Pacific. The primary geographical focus of ADPC’s activities is Asia with the South, South East and East Asia being the primary sub-regions.

ADPC has more than 30 years of work experience in Asia along with the national and local Government of its charter member countries as well as countries of the Regional Consultative Committee (RCC) on Disaster Management. ADPC works to build preparedness at all levels, from regional, to national, sub-national and even to individual communities. Further details on ADPC and its programs can be found at www.adpc.net

ADPC has commenced a project funded USAID OFDA for Strengthening the Technical and Organizational Capacity of the Disaster Relief Training Ground (DRTG) of PNBP (Badan Nasional Penanggulangan Bencana). The project will support strengthening the institutional capacities, devise strategies, plans and approaches for disaster risk management training and capacity development and facilitate learning & knowledge management at national and sub-national levels. This project will facilitate the development of a capacity development strategy, business plan and knowledge management system for the newly established DRTG.

Statement of Intent

ADPC is currently looking for a suitable candidate for the position of Administrative and Finance Officer (AFO). As part of the Training Services Department and project team based in DRTG, the AFO will be based at the BNPB’s training center and will coordinate logistics and administrative functions in planning and implementation of project activities at the national, provincial, and district levels. 

Required Qualifications and Specification

• BSc in Economics, Accounting, Business Administration or any other related fields is essential
• Excellent computer skills especially in word-processing, spreadsheets, accounting software (preferable SUN system)
• Excellent interpersonal and public relations skills; ability to work with a team in a multi-cultural environment
• Strong desire to learn; undertake new challenges; must have self-confidence; a willingness to work hard; a good sense of humor and fun but with seriousness about the quality and excellent of work.
• Knowledge of working ethics of national government agencies, International NGOs, National NGOs, private organizations and international organizations would be an added advantage
• Good command in written and spoken English and Bahasa
• This position is open to Indonesian national only 

Training skills and knowledge

• At least 4 years of proven experience in Training coordination and event management 
• Familiarity and at least 2 years of experience in coordinating international training events and workshops
• Previous experience in working with Humanitarian NGOs or international organization as an admin staff

Desirables

• Strong networking capacity and understanding of development work at local and regional levels
• Familiarity with the context of disaster risk reduction in Indonesia
• Experience with both qualitative and quantitative data analysis and reporting

Personal Qualities

• Self-motivated
• Demonstrated ability to plan and organize work and time independently
• Excellent interpersonal skills, team-oriented work style, and experience in working in a multi-cultural environment
• Strong desires to learn, undertake new challenges, must a creative problem-solver, must have self-confidence and willingness to work hard

Responsibilities

• Provide necessary administrative and finance support in implementation of the training and capacity building activities of the project in partnership with DRTG
• Assist the project teams for designing training materials and training aids, periodic review of existing training materials to suit the project needs
• Coordinate training events, participants and field missions during the project
• Record, back-up and update training materials in secure environment on regular basis
• Conduct training evaluation reports and share with respective trainers
• Process staff travel cash advances and liquidations; including monitoring and following up outstanding cash advances on a monthly basis
• Process payments to consultants, vendors, service providers, etc.
• Maintain accounting vouchers and supporting documentations for all transactions processed on a chronological order
• Issue invoice, review and follow up long outstanding invoices on a periodic basis
• Closely coordinate with operational staff; answering queries on DSA, exchange rates, etc. and travel related policies and procedures
• Works closely with Finance Department of ADPC.
• Perform other duties and responsibilities as assigned by the Program Manager

Reporting Relationship

• Reports directly to the Chief Technical Advisor of the project
• Works closely with other staff of the project management team and DRTG.

Contract: One year contract with possibility of extension.