Term of Reference
|Title:||STA Finance, Admin & Operations Coordinator (STA-FinOps)|
|Reports to:||STA Project Leader & Technical Lead Governance|
The Walton Family Foundation (WFF) is supporting supplemental technical assistance (STA) to the United States Agency for International Development’s Sustainable Ecosystems Advanced (USAID SEA) Project, a five-year project (March 2016 to March 2021) that supports the Government of Indonesia to improve the governance of fisheries and marine resources and to conserve biological diversity at local, district, provincial, and national levels. The STA will be used to augment USAID SEA Project results using science, technology, and innovation, and therefore, the STA will also work in Indonesia’s Fishery Management Area (FMA) or Wilayah Pengelolaan Perikanan (WPP)-715, which is the area of work of USAID SEA Project. This STA was developed to respond to the Memorandum of Understanding between USAID and the WFF.
The supplemental technical assistance will support the USAID SEA Project goal to improve the conservation and management of Indonesia’s marine biodiversity through increased capacity and the application of marine conservation and sustainable fisheries management. This supplemental technical assistance will directly support the USAID SEA Project Strategic Approach 2 – TA1 – Improve ecosystem management of FMA 715 and MPAs, and Strategic Approach 4 – Advance Policies and Regulations. The STA will focus on national-level activities and use FMA 715 for piloting demonstrations as needed to support the Ministry of Marine Affairs and Fisheries (MMAF) beginning in July 2019 and extending over a 20-month period coinciding the SEA Project completion date on March 30, 2021. The activities of this supplemental technical assistance will be incorporated into the USAID SEA Project Work Plan and quarterly and annual project reports. Outputs from this supplemental technical assessment will be incorporated into the USAID SEA Project Monitoring, Evaluation, and Learning Plan for reporting.
The goal, objectives, and activities of STA Project were developed based on the results of the assessment and priorities identified by MMAF, Komnas Kajiskan (National Commission on Fish Stock Assessment) members, and other stakeholders. Three objectives were developed to achieve the overall project goal that within 20 months the project will advance MMAF and Komnas Kajiskan’s capacity to improve stock assessment science and its links to management in support of sustainable fisheries in Indonesia. Objective 1 focuses on capacity building for MMAF and other fisheries scientists. Objective 2 focuses on strengthening the protocols and institutional mechanisms of Komnas Kajiskan, the independent and national fisheries stock assessment review body. Objective 3 provides the mechanism for synthesizing lessons and good practices in conducting stock assessments to support future replication and investment.
The key aspects to the successful achievement of STA Project objectives include effective project administration, coordination, communication, and adaptive management. Financial management is important in providing effective project administration and coordination. The STA Project will recruit an STA Finance, Admin & Operations Coordinator (STA-FinOps) to work with the STA Project Leader/Technical Lead Governance and the rest of the STA Project Team in assuring that financial accountability of the STA Project is attained and project administration and operations are seamlessly carried out.
III. Job Summary
The STA Finance, Admin & Operations Coordinator (STA-FinOps) will assist the STA Project Leader in preparing financial statement and annual accounts of the project, as well as ensuring that project administration and operations are carried out to ensure that the activities are implemented within the defined timeline.
This will include, but not limited to, coordination with STA Project’s counterparts (including the MMAF, other related Ministries and government agencies), partners, civil society groups, consultants, and the USAID SEA Project Team to undertake the preparation of activities, including: travel arrangements; hotel bookings; invoicing; travel expenses settlements; arranging meetings, trainings, workshops, and symposium; field trip arrangements for STA Project Team members and handling any possible immigration arrangements, if required, to name a few.
The STA-FinOps will work closely with the STA Project Leader & Technical Lead Governance, STA Project Coordinator, and the rest of the STA Project Team (i.e., Technical Lead Fisheries Science, Technical Lead Fisheries Science Roadmap and Best Practices, STA Project Manager/Director, and STA Finance and Admin Manager). Additionally, the STA-FinOps will also collaborate with relevant staff of USAID SEA Project Team.
The STA-FinOps specifically will, but will not be limited to, the following:
- Compile and analyze financial information for the preparation of financial statement, monthly and annual accounts, which include but not limited to:
|2||Journal entries and general ledger operations|
|3||Monthly financial reports|
|4||Accurate and timely financial reports|
|6||Scanning of all financial documents and maintenance of quality for reporting purposes|
|7||Prepare monthly taxes processing for withholding tax|
|8||Monitors advances to ensure that settlement are up to date and account code are input in properly recorded|
|9||Ensuring timely and accurate payroll payment and record keeping|
- Processing invoices
- Processing payments for STA Project Team billing, service payments, project expenses, and other administrative payments
- Tax reconciliation
- Assist in budget preparation and management activities
- Manage cash controls as well as maintain book keeping up-to-date
- Prepare and recorded all expenses are within assigned project budget.
- Record account receivables and payables activities and ensure that they are performed accurately and timely.
- Update financial records with recent transactions and changes in compliance with STA policies and procedures
- Continuous management and support of budget and forecast activities.
- Assist STA Project Leader for preparation and coordination of the audit process
- Manage filing of financial and accounting records
- Assist STA Project Team members in regards to process their payments such as travel advance, activity advance, travel settlement, etc.
- Supporting the STA Project Leader, STA Project Coordinator, STA Project Manager/Director, and STA Finance and Admin Manager with tasks when required.
Admin- and Operations-related:
- Support the timely implementation of work plan activities under the STA Project including project planning, coordination, communication, procurement, and execution under the guidance of the STA Project Leader. More specifically, these include, but not limited to:
|1||Travel and hotel arrangements, both domestic and international for all STA Project Team members and their partners and consultants, if needed;|
|2||Arrange meetings, trainings, workshops, and symposium with relevant Technical Leads and related to their respective activities;|
|3||Procurements of necessary supplies, services, stationary, and equipment for STA Project activities, in coordination with relevant Technical Leads;|
|4||Under the lead of STA Project Leader and in collaboration with STA Project Coordinator, help prepare contract service agreements for consultants or service providers to support STA Project activities;|
|5||Field trip arrangements for STA Project Team members, their partners, and consultants; and|
|6||Handling any possible immigration arrangements for STA Project Team members and their partners who are foreign citizens, if required, especially when in the field.|
- Participate in strategy development of project implementation, which include developing TOR, activities budget plan, communication, and coordinating with MMAF, provincial/district fisheries offices, universities, and other related agencies. This could include developing recommendation for admin and operational improvements and innovations to enhance performance on the STA Project work plan implementation
- Coordinate with MMAF to solicit feed-back on proposed methods and procedures relevant to admin and operations of project activities.
- In coordination with STA Project Coordinator and under the guidance from STA Project Leader and STA Project Manager/Director, support the management of project budget and resource allocation as planned.
- Engage to ensure accurate and timely financial and narrative of activities reports are prepared.
- Provide support and contribute to STA’s weekly progress, biennial reports, final grant report, and as well as contribute to USAID SEA’s quarterly and annual reports, when necessary.
- Manage and maintain the administrative filing system to ensure that all correspondences and documents are filed properly.
- Utilize a network of relationship to collect and disseminate information and build support for desired objective.
- Build a close coordination with USAID SEA Project Technical Team, especially the Sustainable Fisheries Team to ensure streamlined and aligned effort between SEA Project and STA Project.
- Build coalitions among the various stakeholders to move the STA Project forward.
- Provide support and contribute to the development of annual work plan and scheduling of STA Project
- Other related tasks, as requested.
|Education||:||Bachelor degree (Sarjana S1) in Finance/Accounting|
VI. Location and Timeframe
The assignment is based in the USAID SEA Project office in Jakarta and may require occasional travel to field locations in Indonesia. The position will begin as soon as possible in July or August 2019 until December 2020 or in early 2021.
July 31, 2019. Please note the title of the position you are applying for in your submission email.