Grants Officer – Environmental Governance

POSITION
DESCRIPTION

 

    TITLE

:

Grants Officer for Papua & West Papua Program

 

UNIT

:

Jakarta Field Office

 

 

 

 

 

 

 

    REPORTS

:

Grants Manager
(In-house)

Program Director
(Project)

SUPERVISES

:

Grants Assistant

 

 

SUMMARY
OF JOB RESPONSIBILITIES

Works closely with
program colleagues to manage grant awards made to partners. Responsible for
conducting the pre-award assessment/financial survey of shortlisted new
partners, checking all partners’ financial reports following the checking
guidelines in the partner audit policy, for financial accuracy, compliance with
the sub grant agreement terms and the rules and regulations of the Foundation
and the Donors. Ensures that the expenditure incurred by the partner
organizations are within the budgets provided and that they are reasonable and
relevant to the funded grant. Provides training to the staff of the partner
organization in Quick books accounting software. Responsible for providing
guidelines, other technical assistance to partners’ understanding of the
financial accounting, reporting and supporting documents and filing
responsibilities.

 

Works with the
program units in resolving partners’ financial accounting and reporting
problems. Checks amending letter of grant between partner organization and the
Foundation.

 

Responsible for
accounting for cost share information provided by the partners. Responsible in
meeting with project external auditors, supplying all required documents and
information, and responding to audit findings.

 

May be assigned in
selecting auditors for external audits, negotiate the AUP and timeframe for
work to be conducted.

 

RELATIONSHIPS

Internal

Daily contact with the other Program Officers, Program Assistants, and
other Grants Officer; Regular contact with the Finance Officer-Projects,
Finance Officer-Awards, Accountant (payments), Finance Director.

External

Contact withAudit organizations, Donor organizations, Partner
organizations

 

JOB RESPONSIBILITIES

Partner Management

·        Conduct
pre-award assessment/financial survey to the shortlisted partners and ensure that all partners meet
adequate pre-award requirements before agreements are signed

·        
Participate in reviewing and revise tools used to
conduct pre award requirement, partner financial & accounting guidelines
and partner training materials.

·        
Maintain
grants tracking report and remind the PA if the partner report is overdue.

·        
Review/conduct
sample audit of partner financial report on completeness, accuracy and
compliance, send the review result, follow up and resolve the issue with
partner staffs (finance & program). Ensure safe custody of the partner’s
supporting documents until they are checked and returned. Keep program
colleagues informed as needed.

·        
Advise
partner’s fund transfer base on the financial report submission, after
considering the partner’s bank balance and their needs, and consulting with Grants
Manager and program team member.

·        
Conduct
quarterly field visit to partner’s office/program field. Build partner capacity
and resolve the issue appear in the field. Provide field visit report to the
supervisor and discuss any issue during the visit. Conduct close out process to
each partner and make sure that they are ready for audit.

·        
Giving
an input and provide training for partner capacity building process, guideline preparation process, based on the
audit report/findings.

·        
Maintain a good partner grant file – financial
related.

 

Partner Agreements

·        
Institute
measures within the Letter of Grants to reduce the Foundation’s risk in cases
where partners need capacity improvement (i.e., replacing accountants, ensuring
a tight financial reporting schedule, not making too-large advance payments,
etc.)

·        
Prepare
PAF-2 and PAF-4, and make recommendations to Program staff as needed.

·        
Notify
Program Director if over/under spending occurred and may require an amendment

Manage Audit of Partners

Prepare the audit TOR and coordinate with procurement unit for the procurement process. organize the

entrance and exit meeting, provide the necessary documents, explanation/information related to partner

audit, drafting audit response and draft reports in providing explanations and supporting information and

negotiating towards minimizing audit findings.

 

Other

Other duties
and responsibilities which may be assigned by the Grants Manager from time to
time.

 

REQUIREMENTS 

Experience

·        
Three
to five years of progressively responsible experience in accounting, audits and
sub-grants management.

·        
Experience
in international audit organizations dealing with audits local non-governmental
organizations, or strong experience in dealing with audits in an international
development organizations preferred

·        
Experience
working with local CSO in Papua and West Papua

 

Education

·        
Minimum Four-year Degree in Accounting or Finance related subject from a
recognized University. Advanced degree preferred.

 

Other

·        
Proficiency in English – written and spoken

·        
Proficiency in Bahasa Indonesia – written and spoken

·        
Proven written and oral communication skills

·        
Strong team player and manager

·        
Excellent interpersonal skills

·        
Professional organizational abilities

·        
Strong attention to detail

 

WORK BASE

·        
Will
be base in Papua or West Papua

 

HOW TO APPLY

Please send your
application letter and CV to The Asia Foundation by e-mail to [email protected] by September
2, 2016
. Please write “ Grants
Officer – Environmental Governance”
on the subject of the e-mail. The Asia
Foundation is an equal opportunity employer.

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