THE ASIA FOUNDATION : ERAT – FINANCE DIRECTOR 168 views

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 POSITION INFORMATION

Position                           :  Finance Director

Project Name                :   USAID ERAT (Tata Kelola PemERintahan yang Efektif, Efisien, dan KuAT)

Duty Station                  Jakarta-based

Job Type and Duration  :   Full time staff, initial contract for a year with potential extension

Closing Date                 :  October 14, 2022

Background

The Asia Foundation (TAF) is awarded an Indefinite Delivery Indefinite Quantity (IDIQ) contract by the United States Agency for International Development (USAID), no. 72049721D00001, to implement the USAID ERAT (Tata Kelola PemERintahan yang Efektif, Efisien dan KuAT) Activity for a five-year period, from January 15, 2021, to January 14, 2026.

The goal of USAID ERAT is for the citizens of Indonesia to benefit from effective local government by increasing the quality of policy implementation and service delivery at the subnational level.  The goal will be achieved through three interrelated intermediate results (IRs):

(1) Coherence between national and subnational policies strengthened.

(2) Performance of local service delivery enhanced; and

(3) Local budget allocation and execution improved.

Geographically, USAID ERAT operates in 30 districts in six provinces: North Sumatra, Banten, East Java, West Kalimantan, South Sulawesi, and East Nusa Tenggara. Since March 2022 USAID ERAT is entering its implementation phase and is now fully staffed both at the national and sub-national levels with more than 60 full-time staff and about 15 consultants at any given time. As a result, financial transactions have increased exponentially in the past few months and the momentum will continue until the final year of the Activity.

Roles and Responsibilities    

Responsible for managing financial aspects of the contracts and task order. Monitoring the approved budget and preparing any modifications/pipelines needed. Ensures compliance with financial and reporting terms of USAID. Lead on fulfilling the financial reporting requirements based on The Asia Foundation’s contract with USAID. Responsible for timely preparation and submission of accurate financial reports/invoices to USAID. Responsible for ensuring retention of all records required by USAID. Responsible for developing a tool to define and track all aspects of project close-out per USAID requirements. Responsible for monitoring expenditure and preparing spending projections regularly in consultation with program units. Provide timely and accurate updates to program units on spending, drawing special attention to any un-programmed funds and concerns about meeting spending targets.

Responsible for related project procurement, equipment, and assets monitoring, and day-to-day finance and contracts work in the team.

Detailed Tasks

  1. Financial Management:
  • Proposal/Task Order Budgets
    • Prepare the budget development and monitoring tool (including budget modifications), and finalize relevant detailed worksheets. Ensure proper alignment of LOE (Level of Effort) ERAT projects.
    • Supervise the development of protocols and tools to guide program staff in developing an accurate and complete detailed program budget.
    • Work with program colleagues to ensure travel and procurement needs are duly budgeted.
    • Manage the workflow of developing proposal budgets to ensure timely submission of an approved budget to USAID, having a good understanding of the time requirements for budget build-up, bottlenecks, and the time difference between the field office and headquarters.
    • Work closely with Program staff to make necessary final changes, updating the proposed budget with accurate information and obtaining final concurrence for submission to The Asia Foundation’s Public Sector Development Service in case budget modification is needed
    • Maintain good records management of proposals submitted.
    • Review USAID contracts/awards and provide input if necessary
  • Spending Projection
    • Maintain up-to-date budget and spending monitoring purposes and prepare budget amendment/s as needed.
    • Coordinate closely with program unit to meet spending projection targets.
    • Certify budget allocation on the Payment Request Form
  • Donor Reporting
    • Prepare Quarterly Accrual and Pipeline Report for USAID
    • In coordination with the program team, prepare Berita Acara Serah Terima (BAST, handover notes to the Government of Indonesia) and Host Country Contribution (HCC)
    • Record management and project close-out
  • Audits
    • Work closely with TAF Finance Director in preparing the audit needs whether an internal audit and/or external and overseeing the accuracy of project spending projection.
  1. Subcontracts and Grants Administration
  • Responsible for reviewing Request for Proposals (RFPs) for sub-contracts and grants under contract (GUCs).
  • Oversee the selection process of subcontractors and grantees
  • Prepare the requests for USAID’s approval on sub-contracts and GUCs
  • Oversee the pre-award assessments, subcontract/GUC agreements and amendments of the agreements, and approval processes. It also includes approving ERAT subcontractor and grantee’s budget, Fixed-Price Agreement Clearance Form, and invoices.
  • Oversee the monitoring of subcontract and GUC implementation, including managing site visits
  • Ensure all subcontracts and GUC data and information in TAF applications and systems is updated accurately and timely
  • Manage Grants and Contract Officers in developing the capacity of subcontractors and grantees, when necessary.
  1. Compliance
  • Ensure adherence to all compliance requirements specified by USAID and TAF’s regulations.
  • Ensure a master file of all documents required by the donor agreement is developed, and that all corresponding files (original agreement/contract, financial reports, etc.) are properly filed in accordance with donor record retention requirements.
  • Respond to all queries regarding compliance with donor and TAF regulations.
  • Provide advice and guidance to Program staff regarding matters involving donor compliance.
  • Taking all necessary action to initiate timely close-out of all donor awards according to the terms and conditions of the ERAT contract.
  • Ensure timely initiation of audits to enable the timely submission of the report to
  1. Related Project Procurement
  • Oversee the competitive bidding process for the related project, including calling for quotations for the purchase of equipment, supplies, and other inventory items for office use, projects, and expatriate residences following the guidelines, rules, and regulations of the Foundation and USAID as applicable.
  • Oversee documentation and make recommendations for purchase.
  • Ensure the approval process is followed before purchases are made.
  • Oversee records of all purchases made and ensure proper documentation of the handover of items to the users.
  • Oversee all backup documentation for each purchase for audits.

Management

  • Supervise and manage the Finance and Contracts team composed of Finance Officer, Finance Assistants, Grants and Contracts Officers, and Contracts Assistant
  • Oversee and maintain close coordination with Provincial Contracts and Administration Assistants
  • Technically coordinate with TAF Indonesia’s Finance Director and Grants and Contracts Director and Finance Unit in TAF Headquarters in ensuring alignment of TAF’s policies, procedures, and practices as well as finance and contract staff capacity development and in controlling the quality of deliverables.

Reporting

The USAID ERAT Finance Director reports to IDIQ Deputy Activity Director.  S/he technically coordinates with TAF Indonesia’s Finance Director and Grants and Contracts Director. S/he is responsible for the overall financial management, contracts, and procurement of USAID ERAT.

Qualifications

  • Bachelor’s Degree in Business Administration, Finance, Accounting, or other relevant fields; or a bachelor’s in any field with a certified accounting degree.
  • A minimum of 10 years of experience in accounting, operations, financial management, and grants of large international development programs.
  • A minimum of 7 years of experience overseeing procurement, administration, financial management, and subcontracts/grants of USAID-funded contract projects
  • A minimum of 5 years of experience in directing/managing finance and/or grants/subcontract teams
  • Demonstrated knowledge and skills in developing and managing large budgets, including proficiency in relevant applications and databases.
  • Demonstrated working knowledge of U.S. Government financial and procurement rules and regulations.
  • English and Bahasa Indonesia fluency required, with excellent written and oral communications skills.

HOW TO APPLY

Applicants should submit their application to id.hr@asiafoundation.org by October 14, 2022, at 05:00 PM Jakarta time. Please write “ERAT Finance Director” in the subject of the e-mail. The application should include (i) a cover letter, and (ii) a 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.

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