The Finance and Administration Specialist is responsible for administration, financial management, donor reporting and general operations support for the ThinkWell Indonesia program.
ThinkWell Institute is implementing a grant from the Bill and Melinda Gates Foundation for Strategic Purchasing for Primary Health Care (SP4PHC). The Specialist supports project implementation and is responsible for overseeing operations and management including financial and operational systems.
The role requires close coordination with the Finance, Talent and Solutions teams and works closely with Indonesia country program management. The Specialist reports to the Operations Manager or their designate and is based in the ThinkWell Jakarta office.
Administration
- Manage scheduling for partner meetings
- Prepare written communication such as drafting letters in Bahasa Indonesia as required for the administration of the country office
- Assist with translation of simple documents from English to Indonesian and vice versa
- Support staff in editing documents and presentations as required
- Assist with travel planning and logistics
- Develop a country office manual outlining processes, policies and procedures
Financial Management
- Support new country office with banking and registration process
- Ensure accurate recording of all financial transactions in ThinkWell financial management system
- Prepare online expense reports
- Develop and maintain filing system for financial documents in readiness for audits or tax reporting purposes
- Liaise with tax authorities as required
- Prepare VAT reports
- Prepare annual BAST reports
- Support country in the preparation of program budgets reviews and reports
- Prepare payroll after registration is finalized
- Manage petty cash if applicable
Office Management
- Manage all office responsibilities (supplies, IT, communications, utilities, contracts)
- Purchase office equipment and computer hard and software required
- Maintain an equipment inventory tracker
- Act as a liaison between Washington DC staff/IT vendor to manage IT equipment
Human Resources
- Coordination with Washington DC Talent team to manage local recruitment process of staff and consultants
- Create an HR manual based on company policy and in accordance with Labor Laws
- Prepare introduction programs for new staff members
- Prepare staff contracts for sign off by Country Director
- Develop and maintain a secure confidential HR filing system
- Assist Country Director in the development of staff performance management system
- Assist staff members and consultants with administrative and financing tasks
Sub Contracts and Vendors
- Assist Country Director in the preparation and oversight of sub contracts
- Identify and manage vendors for various services for office management, administration or legal accounting services as required
You Are:
ThinkWell core competencies are foundational skills and behaviors that align with our values and are expected of all employees.
An entrepreneurial, results-oriented ‘do-er’ with a willingness to take risk, think big and challenge conventional wisdom.
A change maker who reaches independent judgement with an open mind, influences the conversation, and seeks innovation.
Able to help create an empowering environment in which everyone feels free to take initiative, be accountable and fail intelligently (learn from mistakes).
A collaborative colleague who engages constructively with people from different cultures, orientations, and perspectives and maintains positive relations in a virtual world.
Principally motivated by a growth mindset, meaning the pursuit of knowledge, experience, and self-improvement. You always question and continuously learn.
Authentic, honest, direct, self-aware and open to giving and receiving feedback.
Your Qualifications:
- BA/BS and 5+ yrs exp or grad degree and 3+ years of exp;
- Substantial experience in health program management and/or operations;
- Strong IT skills, including proficiency with word, document editing, excel, database management;
- Experience managing donor contracts and budgets;
- A team player, motivated to provide subject matter expertise with a collaborative, customer service orientation;
- Demonstrated ability to complete tasks quickly, thoroughly and conscientiously with attention to detail and a responsive, ‘can-do’ attitude;
- A thoughtful systems thinker with grounded, pragmatic understanding of the complexities of our work;
- Demonstrated ability to engage effectively with external vendors and stakeholders;
- Demonstrated related skills (as relevant) in: financial management, accounting, USG rules, regulations and FAR/OMB, human resources management, contracts & compliance, IT, communications;
- Fluency in English and Bahasa Indonesia;
- Outstanding cross-cultural communication skills, including the ability to relate respectfully with staff at all levels, ages, genders, nationalities and orientations as well as across work areas;
