TERMS OF REFERENCE
Position : Finance Manager
Division : WCS Indonesia Program
Reports to : Operations Director, WCS-IP
Coordinates : Regional Controllers, Grants & Budget Coordinator, Senior HR Manager
Location : Bogor (Indonesia)
In the past years the Wildlife Conservation Society Indonesia Program (WCS - IP) has significantly increased its engagement on forest/climate change policy, wildlife trade policy, support to the protected areas management, and development of other new projects within the country program. To support its program implementation, WCS-IP seeks a dynamic, well-organized, hard-working, and committed team player as its Finance Manager to support the finance management of grants for our field conservation programs, based out of the WCS-Indonesia headquarters in Bogor, Indonesia.
Job Summary
The Finance Manager will report to the Operations Director of the WCS-IP. This position’s primary objective is to establish and oversee efficient systems for financial management for WCS-IP Office and Field Projects. S/he will maintain appropriate communication with WCS Project Leaders (Directors and Managers) and local institutions (Ministries of Finance, Tax Office, etc). S/he will coordinate and consult regularly with WCS Global Conservation Program & Regional team to manage the timely and accurate submission of financial information. S/he leads and manages the WCS-IP Finance department (including the Senior Finance Coordinator(s), Senior Finance Controller(s), Senior Finance Officer(s), Finance Officer(s), and Project Finance Officers).
Responsibilities
General
- Overall supervision of the Finance Program and its staff, in the implementation of the daily management of finance and accounting activities, which includes (but not limited to) cost allocation, payments/requests, coding, cash advances, reimbursements, expense record, financial reporting and supporting documents.
- Ensure financial efficiency in all aspects of operations, strengthen and document financial policies and procedures, ensuring that the highest standards of financial integrity, good governance and internal control are followed.
- Ensure that all projects/activities in the country program are respecting national legislation including customs regulations, labor rights, taxes, benefits, etc.
- Provides recommendations/advise the Operations Director and Country Director of any problems or weaknesses in financial controls and procedures, and any ways in which costs could be reduced.
Management and Training:
- Manage and support the performance and development of the in-country finance staff, to ensure the provision of an efficient and effective service.
- Conduct regular visits to field sites for monitoring and supervision purposes and oversee senior finance staff in conducting these visits.
- Provide financial support, training, and advice to staff in the country.
- Monitor the implementation of the organization's financial system and adapt it in response to changing conditions.
Projections and Cash Flow Management
- Compile projections of expenditures and cash flow for projects and country office to ensure that sufficient funds are available for project operations, including requesting cash transfers from WCS Global Conservation Program team (NY and regional office) as needed.
- Liaise with bank representatives in coordination with the Operations Director to ensure smooth banking operations and maintain good relationships.
- Review monthly bank reconciliation reports and take corrective actions as necessary.
Accounting:
- Ensure that all expenditures are made following established procedures, approved vouchers, complete supporting documentation, and budget availability.
- Monitor all bank transactions and check and approve monthly bank reconciliations by the 10th day of the following month.
- Where funds are received in-country, ensure that these are correctly reported to WCS Global Conservation Program team (NY and regional office) and posted to the appropriate project, grant, and account code.
- Oversee cross-charging to other country programs as per established procedures.
- Ensure complete accounting records are maintained including vouchers, authorizations, and reconciliations, including both paper and electronic records.
- Ensure proper tracking of project advances to staff, ensuring that advances are accounted for in a timely manner according to WCS Global procedures and that an accurate balance sheet is kept of each staff member’s outstanding advances.
- Ensure government and other remittances are up to date and accurate.
- Conduct and document regular surprise petty cash counts. Management reports any irregularities noted.
- Review all accounting transactions before approval for completeness accuracy, reasonability, and allowability.
- Lead the monthly closing process ensuring that all month's data are properly documented and correctly recorded in the financial system.
- Prepare the closing analysis for the closed donor, and report to WCS Global Conservation Program (NY & regional team).
Reporting:
- Prepare and submit analysis on all country project expenditures to WCS Global Conservation program & regional office according to WCS established procedures and deadlines.
- Oversee monthly and year-end reconciliation of accounts, reports, and bank statements.
- Prepare and present written and verbal reports to public, NGO, Government, and Donor agencies as required.
- Prepare the Financial Statement referring to PSAK 45 for tax purposes and be responsible for ensuring we submit the SPT report on a timely basis.
Audit and quality control:
- Ensure that all transactions entered the SAP in the central office are correctly and consistently recorded, including grant, fund, project, and other information where needed. Perform a monthly check of all financial data by the 10th day of the following month.
- Ensure that revenue and expenditure posted by all finance team, WCS IP, WCS Global Conservation Program team (NY and regional office) are correct, and are assigned to the correct project, grant/fund, and account codes, and where problems are found ensure that these are resolved with the appropriate staff in WCS along with project staff as required.
- Supervise regular petty cash counts weekly.
- Assist in the preparation of internal and/or external audits, prepare audit responses, and ensure implementation of accepted recommendations.
Other:
- Provides day-to-day guidance and advice to the finance team specifically in accounting theory and practice, as well as in compliance with financial accounting policies and procedures.
- Leads the development of finance policies and procedures (including their documentation for WCS-IP) to be able to maintain a well-financially controlled environment.
- Provides key input and guidance to the finance team in resolving pending items, or transaction problems and irregularities and ensure resolution in a timely and effective manner.
- Leads support during internal and/or external audits. Draft audit response and ensure implementation of agreed audit recommendations.
- To represent WCS to the public, NGOs, Government, and donors as required.
- Undertakes other tasks as deemed necessary in line to provide management support to the Operations Director.
Requirements:
- Bachelor’s degree in accounting or finance (CPA preferred).
- Minimum 7 years successful experience working in similar position with an NGO (local or international).
- Extensive knowledge of accounting and experience managing computerized financial systems (Sun System and/or SAP preferred).
- Computer skills mandatory. Proficiency in Microsoft Office Applications (Excell) is mandatory.
- Good oral and written communication skills. Proficiency in English and Bahasa-Indonesia is mandatory.
- Strong leadership and interpersonal skills, solid programming, financial and organizational development skills; strong coaching skills and excellent analytical and financial planning skills.
- Strong analytical and interpretative problem solving skills.
- Knowledge of the policies, regulations, reporting formats, and cultures of various International major donors.
- Able to multi-task, establish priorities and meet deadlines.
- Concern for wildlife conservation & environmental issues is essential.
Please send a cover letter and CV in English to idrecruitment@wcs.org stating in the subject line “Finance Manager_(name)” at the latest on April 30, 2024. No correspondence as only short-listed candidates will be notified.