Senior Finance and Administration Specialist

The Senior Finance and Administration Specialist is responsible for administration, financial management, and general operations support for the ThinkWell Indonesia program.

ThinkWell is implementing Strategic Purchasing for Primary Health Care (SP4PHC) funded by the Bill and Melinda Gates Foundation. 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 Deputy Country Director (CDC) or their designate and is based in the ThinkWell Jakarta office.

Administration

• Manage scheduling for consortium meetings. Contact the consortium partners to schedule the meetings, and share the schedule with the team. Set up the proposed time and provide the agenda sent by email.
• Prepare written communication, such as drafting letters in Bahasa Indonesia as required for the administration of the country office.
• Assist with translating simple documents from English to Indonesian and vice versa when needed.
• Support staff in editing documents and presentations as required.
• This may encompass identifying the travelers' needs, making sure their supervisor has approved the travel document before the booking process, and working with the admin to prepare the ticket and accommodation for the traveler. Prepare the procurement document to select the venue if necessary. Send the reminder to the travelers to complete the receipts and report after return from the trip to issue the travel expense payment.
• Support the development and revision of country office policies, guidance, and standard operating procedures.

Financial Management

• Reconcile bank statements.
• Accounting process for invoices and payments.
• Ensure accurate recording of all financial transactions in the ThinkWell financial management system.
• Prepare and submit Month End Reports and monthly Funding Requests.
• Develop and maintain a filing system for financial documents in readiness for audits or tax reporting purposes.
• Liaise with tax authorities as required.
• Provide a finance report section for annual BAST reports.
• Support the country office in the preparation of program budget reviews, expenditure tracking and forecasting, and reports.
• Prepare payroll after registration is finalized.

Office Management

• Manage all office responsibilities (supplies, IT, communications, utilities, contracts).
• Purchase office equipment and computer hardware and software required.
• Maintain an equipment inventory tracker.
• Act as a liaison between Washington DC staff/IT vendor to manage IT equipment.

Contract and Vendor Management

• Assist DCD/country leadership in preparing and overseeing sub-recipients, vendors, and consultants.
• Identify and manage vendors for various office management, administration, or legal accounting services as required.
• Provide logistical and operational support to sub-recipients, vendors, and consultants as required.

We Are:
ThinkWell core values are our fundamental organizational guiding principles. They define our corporate culture, influence our behavior at work and help us achieve our mission. Our values are:

Think big
Influence the conversation
Empower others
Be exceptional
Always question
Relate authentically
Evolve by learning

You Are:

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 are analytical, curious, always question and continuously learn.

Authentic, honest, direct, self-aware, and open to giving and receiving feedback.

1. BA/BS and 5+ yrs exp or grad degree and 3+ years of exp;
2. Substantial experience in health program management and/or operations;
3. Strong IT skills, including proficiency with word, document editing, excel, database management;
4. Experience managing donor contracts and budgets;
5. A team player, motivated to provide subject matter expertise with a collaborative, customer service orientation;
6. Demonstrated ability to complete tasks quickly, thoroughly and conscientiously with attention to detail and a responsive, ‘can-do’ attitude;
7. A thoughtful systems thinker with grounded, pragmatic understanding of the complexities of our work;
8. Demonstrated ability to engage effectively with external vendors and stakeholders;
9. Demonstrated related skills (as relevant) in: financial management, accounting, USG rules, regulations and FAR/OMB, human resources management, contracts & compliance, IT, communications;
10. Fluency in English and Bahasa Indonesia;
11. 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.