POSITION INFORMATION

SUMMARY
OF JOB RESPONSIBILITIES

The Asia Foundation seeks qualified
candidates for Grants Officer – SETAPAK position to conduct 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 partners 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.  

To work with the program units in resolving partner’s
financial accounting and reporting problems. Checks amending letter for grant
between partner organization and the Foundation. Responsible 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.

JOB FUNCTIONS

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 partners 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 and program). Ensure safe custody of the partners’
  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
  & Contract Director 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 our
  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 measured 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 AUDITS OF PARTNER

• 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 audit 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 & Contract Director from time to time.

REQUIREMENTS

• 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; 
• Minimum Four-year Degree in Accounting or Finance related subject from a recognized University. Advance degree preferred; 
• 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 details.  

HOW TO APPLY

Please send your application letter and CV to The Asia
Foundation by e-mail to [email protected] by
June 15, 2017. Please write “GO –
SETAPAK” on the Subject of the e-mail. The Asia Foundation is an equal
opportunity employer.