Finance Officer At ASEAN Coordinating Centre for Humanitarian Assistance

Job Description and Qualifications

Job Title: Finance Officer

Job ID #: 26 ERAT Phase IV 05 – CAD

Division:Corporate Affairs Division

Position Base:Jakarta, Indonesia

Reporting to:Assistant Director – Head of Finance & Accounting

Supervising: None

Contract Period:One (1) year contract, including a three (3)-month probation period, with the possibility of extension.

Closing submission:17 May 2026 – 11:45 pm Jakarta local time

BROAD STATEMENT OF FUNCTION

The Finance Officer plays a critical role in supporting the financial management and operational delivery of ERAT Phase IV. The position is responsible for ensuring that all financial matters, including overseeing the day-to-day financial management of programmes and projects, ensuring alignment with the Centre’s financial rules and procedures, as well as donor and partner guidelines. The role is vital in maintaining accurate and timely financial documentation, executing payments, managing accounting systems, and ensuring compliance with internal and external audit standards.

The incumbent will support the Assistant Director – Head of Finance & Accounting in monitoring the implementation and utilisation of the AHA Centre’s core and project funds. This involves assisting in the preparation of budgets, managing cash flow and bank accounts, generating regular financial reports, and supporting effective financial risk management by conducting periodic assessments and developing mitigation strategies.

In addition, the Finance Officer will coordinate audit processes and financial closures for the Centre and its projects. This includes liaising with auditors, ensuring the completeness and accuracy of financial records, and supporting the timely submission of financial statements to internal and external stakeholders.

PRIMARY RESPONSIBILITIES

Oversee and execute the financial operations of the AHA Centre’s programmes and projects, ensuring full compliance with the Centre’s financial regulations and the financial and reporting requirements of its partners and donors.

Administer and execute day-to-day financial operations of the AHA Centre’s programmes and projects, ensuring alignment with internal financial rules and donors’ requirements.
Apply and uphold financial policies, procedures, and accounting standards in accordance with AHA Centre regulations and relevant partner guidelines.
Ensure that all financial activities follow principles of good governance, transparency, and accountability, while ensuring speedy delivery of services in the context of an emergency operation organisation.
Establish and maintain effective internal controls and ensure their consistent implementation to protect organisational assets.
Manage banking transactions, including fund transfers, payments, and reconciliations, related to daily operations and emergency relief efforts.
Record and maintain accurate data for all transactions, including inventories, Property, Plant and Equipment (PPE), and intangible assets, in the AHA Centre’s ERP system (Microsoft Dynamics 365).
Support the effective operation of the accounting system by ensuring proper data input, integrity of financial procedures, and generation of accurate reports from the ERP system.
Compile, organise, and archive all accounting vouchers and related supporting documentation in an orderly and accessible manner.

2. Support for Budget Implementation, Financial Reporting, and Risk Management of Core and Project Funds.

Support the Assistant Director – Head of Finance & Accounting in monitoring the implementation and financial performance of the AHA Centre’s core and project funds, including those provided by donors and strategic partners.
Assist in the preparation and review of annual budgets, budget forecasts, and financial plans, ensuring alignment with funding agreements and organisational objectives.
Maintain oversight of the cash book and bank book, ensuring all cash movements are accurately recorded and bank reconciliations are completed monthly.
Develop timely and reliable management accounts and financial information to aid decision-making.
Track actual expenditure against budget allocations, prepare variance analyses, and provide narrative justifications to management.
Contribute to financial risk management by conducting periodic risk assessments and proposing appropriate internal control measures or mitigation strategies.
Uphold compliance with financial governance frameworks and ensure adherence to accounting standards applicable under the AHA Centre’s and donors’ policies. in the financial oversight of core and project funds, including donor contributions and partnership allocations.
Coordinate and prepare detailed programme and project budgets, incorporating cost estimations, funding sources, and allocation plans.
Establish and maintain a process for comparing actual expenditures against budgeted amounts (variance analysis), investigate deviations, and provide explanatory narratives and recommendations.
Calculate and record deferred revenue, depreciation of fixed assets, and amortisation of intangible assets as part of period-end closing activities.
Verify the integrity and accuracy of financial transactions in accordance with applicable accounting standards and the AHA Centre’s financial policies.
Validate the correctness of inventory balances and fixed asset records, including Property, Plant, and Equipment (PPE).
Maintain accurate records of cash, bank balances, accounts receivable, accounts payable, advances, prepayments, inventories, PPE, and intangible assets.
Administer payroll processing, including the calculation of staff salaries and related entitlements, and prepare supporting payroll journals and summaries as required.
Monitor budget utilisation across activities, ensuring compliance with approved proposals, donor agreements, and internal SOPs.
Communicate proactively with relevant departments to ensure financial procedures and spending practices comply with organisational standards.
Ensure all financial activities follow principles of financial governance, accountability, and transparency while maintaining agility in emergency settings.
Implement and monitor robust internal control measures to safeguard financial resources, and conduct periodic risk assessments in collaboration with relevant teams, and proposing appropriate internal control measures or mitigation strategies.
Prepare financial reports, including income statements, balance sheets, and cash flow statements on a monthly, quarterly, and annual basis.
Reconcile general ledger accounts and ensure timely journal entries and corrections when necessary.
Maintain and update fixed asset schedules, calculate depreciation, and record deferred revenue where applicable.
Assist in the preparation of financial forecasts and cash flow projections.

3. Compliance, Risk Management, and Internal Controls.

Ensure compliance with the AHA Centre’s financial policies, donor funding conditions, andrelevant statutory and regulatory frameworks.
Strengthen and implement financial governance structures and internal control systems to ensure the integrity and security of financial transactions.
Conduct proactive identification and assessment of financial risks, and support the development and implementation of appropriate mitigation strategies.
Maintain accuracy and proper documentation of all financial approvals and authorisations, in accordance with the Centre’s financial delegation of authority.
Liaise effectively with internal departments and external stakeholders to address and resolve compliance issues promptly.

4. Audit and Financial Closure.

Lead preparations for statutory and donor-specific external audits by compiling and verifying financial statements, supporting schedules, reconciliations, and audit evidence in accordance with applicable accounting standards.
Coordinate audit planning, fieldwork, and closure activities in collaboration with appointed external auditors and relevant internal stakeholders.
Assist in the procurement and engagement of independent auditors for project-specific or donor-mandated audits, ensuring compliance with procurement policies.
Facilitate prompt resolution of audit queries and ensure that all audit recommendations are documented, tracked, and addressed with appropriate corrective measures.
Maintain comprehensive, well-organised, and audit-ready financial records to support project closures and final donor reporting.
Ensure that financial documentation and approvals comply with the AHA Centre’s financial authority matrix and internal controls.
Proactively identify and assess financial risks, and contribute to the development and implementation of risk mitigation strategies in relation to audit and financial closure processes.
Liaise with internal teams and external partners to ensure smooth and timely closure of project finances.

6. Payroll and HR Financial Support (as needed).

Administer payroll transactions and calculations, ensuring timely and accurate processing of gross pay, statutory deductions (e.g. income tax, pension contributions), and net pay disbursements in line with AHA Centre policies and local regulations.
Liaise with the HR unit to ensure payroll records reflect up-to-date staffing information, including new starters, leavers, contract changes, and employee benefits.
Prepare, post, and reconcile payroll journals and summaries to the nominal ledger, and generate periodic payroll reports including tax, social security, and pension submissions.
Maintain confidentiality and ensure data protection compliance in handling sensitive payroll and employee financial data.

7.Other Duties.

Undertake ad hoc financial analysis, reconciliations, or assignments as directed by the Assistant Director – Head of Finance & Accounting or the Director of Corporate Affairs.
Contribute financial inputs to strategic planning, internal management discussions, and institutional reporting.
Support the implementation and follow-up of financial recommendations from external audits and the Governing Board.
Represent the finance function in interdepartmental meetings and working groups as required, ensuring accurate disbursement of salaries and related entitlements.
Coordinate with HR to update payroll changes such as new hires, terminations, or benefit adjustments.
Prepare and reconcile payroll journals, summaries, and tax/social contribution reports.
Ensure confidentiality and data protection of all payroll-related information.
Assist HR/ Admin Officer in managing the accounting record, including staff insurance data and payroll data

JOB QUALIFICATIONS REQUIREMENTS

Education

Minimum Bachelor’s Degree in one or more of the following disciplines: Finance and/or Accounting, or a relevant subject.
A recognised professional accounting or finance certification (e.g. CPA, ACCA is an asset) will be an advantage.

Experience

At least five (5) years of experience in financial management or accounting, preferably in international organisations or government settings, with a strong command of professional English for communication and reporting.
Proven experience with ERP systems (especially Microsoft Dynamics Business Central).
Demonstrated experience managing donor-funded grants and sub-grants.
Proficient in advanced Microsoft Excel functions, with the ability to apply formulas and logic-based calculations for financial analysis, reconciliation and data processing in accordance with accounting principles.

Competency Profile

Core Competency

High integrity and conscientiousness.
Ability to multitask and work independently under pressure.
Ability to work with deadlines in accordance with set priorities.
Good composure.
Ability to project professionalism.
Ability to work harmoniously in a multi-cultural setting as a team member.
Well-organised, flexible, and able to respond to the challenges in supporting diverse people and programmes specifically in demanding situations.

Technical Competency

Sound knowledge of generally accepted accounting principles, IPSAS, preparations of financial reports and payroll systems;
Sound computer skills, including the ability to operate spreadsheets and word processing;
Sound knowledge of using Microsoft Dynamics Business Central or any ERP accounting system;
Good emergency management skills with exposure to disaster emergency response operations;
Good regional and international awareness of developments in disaster management is an advantage;
Strong command of both spoken and written English;
Good communication skills;
Good relationship management skills

APPLICATION PROCESS

The AHA Centre extends a warm invitation to exceptional and highly motivated individuals from ASEAN Member States to apply for positions within our organisation.

To apply, please prepare and submit the following documents:

1. a detailed application letter outlining your qualifications and the contributions you can bring to the role;

2. a comprehensive curriculum vitae (CV);

3. the completed AHA Centre Application Form; and

4. certified true copies of your educational certificates.

Kindly ensure that each file name clearly includes the position applied and your name.

Applications must be submitted through the official link available on our website. This will allow our system to automatically acknowledge receipt and ensure efficient processing of your application. Please combine all required documents (items 1–4) into a single file so that our Human Resources Information System (HRIS) can capture your complete profile. Additionally, ensure that the total file size does not exceed 10 MB.

The AHA Centre Application Form can be downloaded from: https://ahacentre.org/job/

We thank all applicants for their interest. However, only shortlisted candidates will be contacted for an interview. Please note that the decisions of the Selection Panel are final.

For more information about the AHA Centre, we encourage you to visit our website at www.ahacentre.org.

The AHA Centre maintains a zero-tolerance policy against all forms of sexual exploitation, abuse, and harassment, in line with its PSEAH policy.

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How to apply