Senior Finance & Administration Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank that was established in 196

• ADB is headquartered in Manila, Philippines, and is owned by 69 members, with 50 of those members being from the Asia-Pacific region. The organization is dedicated to supporting inclusive, resilient, and sustainable growth across Asia and the Pacific. ADB works collaboratively with its members and partners to address complex challenges, utilizing innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard the planet. ADB is committed to fostering an inclusive work environment and encourages applications from all qualified candidates, regardless of their background.

Job Overview:
The Senior Finance and Administration Assistant position is crucial for the effective functioning of the Indonesia Resident Mission (IRM) within the Southeast Asia Department of ADB. This role involves providing comprehensive support to the Finance and Administration team, focusing on finance, accounting, and general administrative tasks that are essential for the smooth operation of the office. The successful candidate will be responsible for preparing and verifying financial documents, maintaining accurate accounting records, processing disbursements, and assisting in budget preparation and monitoring. The role also includes supporting human resources functions and managing office maintenance and supplies. This position is designed for individuals who are proactive, detail-oriented, and capable of managing multiple tasks efficiently while adhering to ADB's guidelines and procedures.

Duties and Responsibilities:
The duties and responsibilities of the Senior Finance and Administration Assistant include:

• Preparing and verifying vouchers, receipts, and other supporting documentation for financial transactions, ensuring compliance with ADB's Financial Management Accounting System (FMAS).
• Maintaining accurate accounting records and generating periodic and ad hoc financial reports related to operational and administrative activities.
• Processing and accounting for disbursements related to operational and administrative activities, including payments for contractual services and managing petty cash.
• Facilitating payments for regional technical assistance and preparing liquidation reports in collaboration with project officers and the ADB Controller's Department.
• Assisting in the preparation of annual and medium-term operational plans and administrative budgets for IRM.
• Acting as the Alternate Budget Coordinator, recording and updating the budget in the Budget Management Control System (BMCS) and monitoring expenditure utilization.
• Establishing and maintaining a computer-based information system for budget administration and monitoring.
• Supporting human resources functions, including updating personnel files for payroll.
• Overseeing building and office maintenance, including the selection and engagement of service providers and monitoring the quality of office supplies. 1
• Managing the organization, storage, and retrieval of office records and implementing record management systems. 1
• Assisting in the preparation and monitoring of VAT exemption and restitution processes for institutional payments. 1
• Performing other related tasks as assigned by the supervisor.

Required Qualifications:
Candidates for the Senior Finance and Administration Assistant position must possess a Bachelor's degree in accounting, finance, business administration, or a related field. While a Certified Public Accountant (CPA) designation or similar professional certification is desirable, it is not mandatory. Applicants should have at least 5 years of relevant professional experience in finance and administration within a large-scale organization. Experience in large accounting firms or multi-lateral organizations is preferred. Candidates should demonstrate proficiency in finance and budget management, human resources, and general administration. Strong skills in Microsoft Office applications (Word, Excel, Outlook, PowerPoint, SharePoint) are essential, along with familiarity with ERP software and videoconferencing tools such as MS Teams, Zoom, and WebEx. Excellent oral and written communication skills in English are required, as well as the ability to interact effectively with ADB stakeholders, including staff, government officials, and development partners.

Educational Background:
The educational background required for this position includes a Bachelor's degree in accounting, finance, business administration, or a related field. Candidates with a Certified Public Accountant (CPA) designation or similar professional certification will have an advantage, although it is not a strict requirement. The educational qualifications should reflect a strong foundation in financial principles and practices, as well as an understanding of administrative processes within a large organization.

Experience:
The ideal candidate should have a minimum of 5 years of relevant professional experience in finance and administration, particularly in a large-scale organization. Experience in large accounting firms or multi-lateral organizations is highly desirable. Candidates should have a proven track record of handling finance and budget management, human resources, or general administration tasks. This experience should demonstrate the ability to work effectively in a complex and dynamic environment, managing multiple responsibilities and adhering to organizational guidelines.

Languages:
Proficiency in English is mandatory for this position, both in oral and written communication. Candidates should be able to effectively communicate with ADB stakeholders, including staff, government officials, and other development partners. While English is the primary language required, knowledge of additional languages may be considered an asset, particularly if it enhances communication within the regional context.

Additional Notes:
This position is a local staff appointment, open only to nationals and permanent residents of Indonesia. It is a fixed-term appointment with the possibility of renewal, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. After the initial fixed-term period, ADB may choose to renew the appointment for an additional 3 years based on various factors, including the need for the specific skills and experience of the staff member, funding availability, and performance. This appointment is not convertible to a regular appointment, and there is no limit to the number of renewals up to the NRD. ADB offers a competitive salary and a comprehensive benefits package, including retirement plans, medical and health benefits, paid leave, life insurance, and opportunities for staff development.