Bank & Payment Management Officer

ROLE PURPOSE:

The Bank & Payment Management Officer is responsible for supporting and managing daily bank verification, debit processing, income reconciliation, and F2F agency payment processes. The role ensures accurate, timely, and efficient payment operations through close coordination with Finance, banks, F2F agencies, and relevant internal teams.

KEY AREAS OF ACCOUNTABILITY

Bank Verification & Debit Process

- Conduct bank verification and daily debit processes for all IG channels, including Regular, Upgrade, Special Appeal, and Reactivation.

- Monitor debit attempts, successful and failed transactions, and follow up on outstanding issues.

- Ensure verification and debit results are accurately recorded and updated in the CRM.

- Coordinate with banks and relevant internal teams to resolve verification and debit-related issues.

CRM & Payment Data Management

- Maintain accurate and up-to-date bank verification and debit transaction data in the CRM as the central source of payment-related donor data.

- Process and validate debit and verification results received from banks and ensure proper recording in the CRM.

- Identify data discrepancies and coordinate with relevant teams for correction.

- Support data quality and consistency between the CRM, bank records, and other relevant systems.

Income Reconciliation

- Support reconciliation between Oracle and CRM/Salesforce data to ensure consistency of payment and income records.

- Identify and investigate discrepancies between bank statement transactions and Oracle records.

- Coordinating with IG and Treasury Team for any income reconciliation.

F2F Agency Invoice & Payment Process

- Manage F2F agency invoice and payment processes, including service fees, materials, and clawback.

- Check invoice details and supporting documents before submission for payment.

- Coordinate with the Finance team on F2F agency invoice and payment status.

- Monitor outstanding invoices and follow up on pending payments or discrepancies.

Month-End and Year-End Support

- Supporting closing cycle by providing final adjustment to be record accordingly.

QUALIFICATIONS & EXPERIENCE

Essential:

- Bachelor’s degree (S1) in Accounting, Finance, Economics or a related field.

- Minimum 2 years’ experience in finance operations, such as bank reconciliation, accounts receivable, payment processing or banking operations.

Desirable:

- Experience in a non-profit/NGO or fundraising environment, particularly Individual Giving, regular giving, direct debit or Face-to-Face (F2F) fundraising.

- Hands-on experience with Oracle NetSuite (or a comparable ERP) and Salesforce (or a comparable CRM).

Technical Knowledge and Skills

- Understanding of bank verification, direct/auto-debit processing, bank statements and bank reconciliation.

- Working knowledge of Oracle NetSuite: bank reconciliation, customer payments and deposits, vendor bills and bill payments, saved searches, and CSV import/mass update.

- Working knowledge of Salesforce CRM: data entry, reports and dashboards, and data export/import.

- Proficient in Microsoft Excel (pivot tables, lookup functions, data cleaning and matching) for high-volume transaction data.

- Basic knowledge of Indonesian tax requirements relevant to supplier/agency invoices (e.g. VAT and withholding tax) and invoice supporting documents.

- Good command of written and spoken English and Bahasa Indonesia for coordination with banks, agencies and internal teams.

Skills and Competencies

- High attention to detail and accuracy when handling daily, high-volume transactions.

- Strong analytical and problem-solving skills: able to investigate discrepancies between bank, Oracle NetSuite and CRM records and identify root causes.

- Strong time management; able to meet daily debit cut-off times and month-end/year-end deadlines.

- Effective communication and coordination with banks, F2F agencies, Individual Giving, Treasury and Finance teams.

- Able to work independently, follow procedures and document processes clearly.

- High level of integrity and confidentiality in handling donor bank and personal data, in line with SCI policies and Indonesia’s Personal Data Protection Law.

Systems, Access and Support Requirements (to enable smooth operations)

- Role-based access to Oracle NetSuite, Salesforce CRM and bank portals, set up before start date and agreed with Finance/IT. Access should not include payment approval, to maintain segregation of duties.

- Documented SOPs and process maps for: daily verification and debit, NetSuite–CRM–bank reconciliation, F2F agency invoice and payment, and month-end/year-end closing, including cut-off times and escalation points.

- Confirmed reporting line and a back-up/cover arrangement for daily debit processing during leave or absence.

- Onboarding plan (first 30/60/90 days) covering system training, shadowing of Individual Giving and Treasury teams, and introduction to bank and F2F agency contacts.

- Standard reconciliation templates, an issue/discrepancy log with owners and due dates, and a regular (e.g. weekly) coordination meeting with IG, Treasury and F2F agencies.

- Agreed performance indicators, e.g. debit success rate, reconciliation completed within an agreed number of working days, ageing of unreconciled items, and F2F invoice processing turnaround.