The ASEAN Secretariat was established in 1976 by the Foreign Ministers of the ASEAN Member States with basic functions of providing greater efficiency in the coordination of ASEAN organs and for more effective implementation of ASEAN projects and activities. It is also envisioned to be the nerve centre of a strong and confident ASEAN Community that is globally respected for acting in full compliance with its Charter and in the best interest of its people.
In alignment with the ASEAN 2025 and Key Aspirations of the three pillars of the ASEAN Community, namely the ASEAN Political-Security Community (APSC), the ASEAN Economic Community and the ASEAN Socio-Cultural Community, supported by the Department of Community and Corporate Affairs, the ASEAN Secretariat is inviting qualified Indonesian Citizens or ASEAN Nationals who are already residing and eligible to work in Indonesia to apply for the position of Associate Finance & Budget Officer.
Remuneration and Benefits:
Successful candidate will be offered a basic salary of IDR 12,027,750 and attractive remuneration package including monthly transportation allowance, outpatient medical reimbursement, hospitalisation & life insurance, annual bonus of a month’s basic salary, and gratuity. Subject to good performance during the probation, the candidate will be offered a fixed term contract of three (3) years, inclusive of the six-month probationary period. Please note that ASEAN Secretariat Staff shall not be retained in active service beyond the age of 60 years.
- The Associate Officer reports directly to the Assistant Director and Senior Officer of Finance & Budget Division, and he/she will be responsible for the following duties:
1. Provide finance and administrative supports to the Finance & Budget Division- Implement the ASEAN Secretariat Financial and Administrative Rules and Procedures (AFARP) over all financial services transactions;
- Ensure that all travel advance requests and their settlements comply with the AFARP;
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Create journal entries/vouchers and relevant payments to handle operational advances, travel advances, and their settlement;
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Provide a reminder to staff with overdue accounts and perform the collection;
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Perform regular reconciliation for respective accounts;
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Assist the officer in preparing the cost sharing matrix, invoices, and reconciliation;
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Prepare paper work related to bank matters, such as opening and closing bank accounts, updating authorized signatories, amending letters, and confirming bank balances for audit purposes;
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Ensure that any incoming funds are recorded in the bank and create acknowledgement letter;
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Assist officer in managing fixed asset record;.
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Assist in performing general ledger functions in timely manner and accurate;
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Serve as finance – contact person if there is query from bank/supplier/staff and protect organization’s value by keeping information confidential; and
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Perform other relevant duties as assigned by the the Assistant Director or Senior Officer, and/or higher authorities.
2. Provide supports in the preparation of monthly and yearly financial statement
- Prepare all relevant data for monthly and yearly closings;
- Prepare monthly reconciliations for bank and cash on hand transactions;
- Calculate monthly depreciation, monitor accumulated depreciation, and dispose of assets using the accounting system (Sun System);
- Review asset records and perform asset analysis. Encode and post data entry in the FA register;
- Timely record and follow up on account receivables and payables;
- Provide necessary adjustments and reconciliation to the respective accounts;
- Update fixed asset register & inventory in coordination with the Administration & General Affairs Division (AGAD);
- Assisting AGAD in conducting of annual fixed assets physical check; and
- Provide document requested by the external and internal auditors.
3. Provide supports for development of Annual Operational Budget
- Provide data for the preparation of the Annual Operational Budget (AOB), such as data utilities, maintenance, fixed assets, etc;
- Provide assistance in reviewing the information and formula provided in the budget consolidation;
- Posting the approved annual budget and any amendments (if any) to the Sun System; and
- Respond to the budget queries from the divisions/departments/directorates.
4. Provide supports to the preparation of FBD meetings
Provide support and information for the Quarterly Budget Review Meeting and ASEAN Sub-Committee on Budget Meeting.
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- Bachelor’s degree in Accounting.
- Experience in financial and accounting services.
- Good English proficiency and computer literacy.
- Experience with financial software applications, familiarity with Sun Systems and Vision XL is an advantage.
- Demonstrated ability to plan and organize tasks and work flows, with proven ability for accuracy under pressure and adherence to deadlines.
- Proven skills in problem solving in a complex organizational environment.
- Good interpersonal skills as well as strong written and verbal communication skills.
- Experience in cross-cultural environment and international setting is an advantage.
