Position : Grants Officer
Project Name : Environmental Governance – SETAPAK 4
Location : Jakarta
Job Type & duration of Contract : Full-time staff, initial contract for a year with potential extension
Closing Date : October 5, 2023
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 expenditures 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 accounting software. Responsible for providing guidelines, and other technical assistance to partners’ understanding of 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 for 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, negotiating the AUP, and timeframe for work to be conducted.
Daily contact with the other Program Officers, Program Assistants, and other Grants Officers; Regular contact with the Finance Officer-Projects, Finance Officer-Awards, Accountant (payments), and Finance Director.
Contact with Audit organizations, Donor organizations, and Partner organizations.
The Grants Officer reports to the Grants & Contracts Director and Program Director.
- Conduct a pre-award assessment/financial survey of the shortlisted partners and ensure that all partners meet adequate pre-award requirements before agreements are signed.
- Participate in reviewing and revising tools used to conduct pre-award requirements, 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 the completeness, accuracy, and compliance, send the review result, follow up, and resolve the issue with partner staff (finance, program, and management). 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 based 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 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 input and providing training for partner capacity building process, guideline preparation process, based on the audit report/findings.
- Maintain a good partner grant file – financial related.
- Creating and maintaining the SMS and PROMS accounts related to the partnership in coordination with the program staff, including ensuring the Grant Tracking System is updated.
- Institute measures within the Letter of Grants or Subcontracts 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.)
- Notify Program Director if over/under spending occurred and may require an amendment.
MANAGE AUDITS OF PARTNER
- Supporting finance to organize the audit 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 in partner level.
Other duties and responsibilities which may be assigned by the Grants & Contract Director from time to time.
- 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 organization preferred.
- Experience working with local CSO.
- Minimum Four-year Degree in Accounting or Finance related subject from a recognized University. Advanced 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 detail
- Will be base in Jakarta.
HOW TO APPLY
Applicants should submit their application to email@example.com by October 05, 2023, at 5:00 PM Jakarta time. Please write “ENGOV – Grants Officer” in the subject of the e-mail. The application should include (i) a cover letter, (ii) CV or Statement of Qualifications which summarizes the applicant’s suitability for the position based on the above qualification criteria.
Only shortlisted candidates will be contacted. The Asia Foundation is an equal opportunities employer. Women and minorities are strongly encouraged to apply.