Back YHP Project Administration Assistant

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 (Plan Indonesia) was established as a national entity of Plan International in Indonesia. Plan Indonesia is currently implementing its Country Strategy 4 (CS 4) covering the fiscal year 2018 to 2022, 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.

The YHP aims to support the health rights and wellbeing of young people in marginalised communities worldwide through research, advocacy, and on-the-ground programmes that are focused on the prevention of non-communicable diseases (NCDs). With a commitment to support and defend the health, wellbeing, and rights of young people, in Jakarta. In addressing the health needs of young people, the YHP takes a holistic approach that mainstreams gender equality, sexual and reproductive health and rights, and mental health. Given the significant cross over and influence of these areas on NCD risk behaviours, and since these areas are fundamental barriers to young people leading healthy lives, creating positive changes in the lives and health of young people requires an approach in which these areas are addressed and challenged. The project will engage strategies including youth empowerment through peer education, community mobilization, health service strengthening, and advocacy.

Role Purpose

The Administratio Assistant, under supervision of YHP Project Manager, will support and assist YHP Indonesia project team in the implementation and the achievement of the project objectives by providing finance and administration support to the team. The Administration Assistant will responsible in, but not limited to support project team in preparing fund request, cash advance, payments, recording and reporting transactions, and compiling files and documents for reporting

Dimensions of the Role

• The post holder reports to the YHP Project Manager with coordination with AHA Finance Coordinator and Admin Officer.
• Support YHP Project Team in implementing project activities.
• To provide routine assistance to create and archiving Purchase Requisition, liquidation, payment request, and other administration supporting document.
• To provide routine assistance to create and archiving Purchase Requisition, liquidation, payment request, and other administration supporting document.
• Disburse budget to YHP project team for implementing project activities.
• Make necessary and eligible payments to participants and vendors of project activities.
• Soliciting, compiling and consolidation necessary files and documents for reporting

  Accountabilities

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  General Management

  1. Support YHP Project Manager in the administration of project budget and financial transactions in day-to-day basis.
  2. Support YHP Project Team in complying YPII’s financial and operation procedures and guidelines.
  3. Liaise with partners, stakeholders, and third parties in the field in relation to financial and administration activities as deemed necessary.
  4. Working collaboratively with technical advisor/specialist in CO and field level for cross-cutting issue such as gender and inclusion, participation, safeguarding.

     Financial and Administration

     • ​​​​​​​​​​​​​​​​​​​
     • Support the YHP Project Team in preparing and ensuring administration and financial support document of project activities according to the implementation and expenditure.
     • Support the YHP Project Team to oversee and administer the day-today project budget spending and reporting; follow the policies, procedures, and systems of Plan International Indonesia which ensure effective and accountable budget management
     • Support the YHP Project Team to organize and facilitate project meeting, conferences and other special event; coordinate and attends meeting, and participates in discussion as appropriate in district level (when required).

       Key relationships

       Internal

       1. Project Assistants, Officers and Program Admin: Day to day coordination, project finance and admin management guidance and technical support.
       2. Project Manager: Periodical coordination project finance and admin management
       3. AHA Finance Coordinator: Periodical coordination on project finance and admin management

          External

          1. Project participants and beneficiaries
          2. Vendors and suppliers

             Technical expertise, skills and knowledge

             Essential

             • Bachelor degree in Finance/Accounting/Administration/others relevant field.
             • At least 1 years of experience working in finance and admin field.
             • Experience in managing petty cash
             • Experience in book keeping.
             • Good interpersonal communication and team work.
             • Working knowledge, skill and familiarity with MS-Excel application.
             • Able to work both in team and independently with minimum supervision
             • Ability to work to tight deadlines, under pressure and to multi-task.
             • Commitment to safeguarding and code of conduct implementation.