Finance Grant Assistant
Position Code: FGA
Application Deadline: 15 -11 - 2013
Organizational Context
Under the guidance and supervision of the Finance Manager,
the Finance Grant Assistant ensures provision of supports for effective
execution of financial services and processes within the Partnership and
observing transparent utilization of financial resources.
The Finance Grant Assistant works in close collaboration with the operations,
programme, projects’ staff and also partners of Kemitraan to resolve
finance-related issues and information exchange.
Summary of key functions
- Facilitation of knowledge building and knowledge sharing
- Facilitation of financial audit for grantee
- Administration of effective financial monitoring of grant
- Maintain Advances Settlement
Support to the Implementation of
financial operational strategies
- Ensures effective supports to the implementation of financial operational strategies and applies financial processes and procedures focusing on achievement of the following results:
- Support Implementation of the effective internal control framework
- Assist financial monitoring and follow up financial transaction issues, ensuring financial transactions are in compliance with the Partnership rules and policies
- Compliance with the Partnership rules and regulations of financial processes, financial records and reports and audit follow up;
- Ensures effective control of advances and settlements focusing on achievement of the following results:
- Provision of data for audit purposes and other reports
- Announce weekly outstanding advance status, monitor its progress and report to supervisor for further action in speeding the advance settlement
- Preparation of bank receipt voucher/ bank payment voucher/ journal voucher adjustment related to the settlement financial transaction
- Working closely with project or support staff for effective settlements clearance
- Correction and follow up on findings of the deviation or incomplete supporting documents or other financial issues and provision of solution on the issues.
- Verification and validation of all financial transactions and documents of advance settlements under his portfolio ensuring their compliance with Kemitraan’s financial rules and policies
- Administrate and monitor all advances of activity and travel
- Ensures effective financial monitoring, verification for proper payment process and administration grantee financial reports focusing on achievement of the following results:
- Communication and coordination with relevant parties in resolving problematic projects
- Recommendation on alternative solutions including risk assessment to the direct supervisor on the problematic project
- Updated data of problematic projects and progress status from time to time are available at any time.
- Provision of recommendations and issuance of letters for signature by authorized officer in relation to the grantees financial issues. Immediate presentation of findings to the direct supervisor for preventive and curative action
- Preparation of consolidated financial progress from grantee with analysis of potential issues for sharing and discussion with relevant Program/Project Manager
- Verification of financial reports and its supporting documents submitted by grantees and follow up with relevant grantees/project staff on any issues pertaining to the report/ request for payment prior to the payment processes/fund disbursement by Finance Unit
- Maintain grantee’s payment schedule and monitoring disbursement in coordination with project staff in order to comply with timeline set out in grant agreement
- Assist in the assessment of grantee financial proposal, and capacity building, including financial training of grantee and financial monitoring
- Ensures facilitation of grantee/project audit and follow up on the audit findings focusing on achievement of the following results:
- Planning of audit schedule during a year based on the contract awarded to each grantee/project
- Support the development of terms of reference for audit of grantees or projects and assistance in the preparation of selection of audit firms
- Involvement on the selection process of auditing firm
- Working closely with the selected auditor and providing necessary information and documents for the audit purpose.
- Liaising communication between the auditor and the grantee/project staff and proactive follow up on the audit findings
- Preparation of all correspondence and meeting between the Partnership, auditor and grantees
- Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
- Participation on trainings for the operations/ projects staff on Finance.
- Identify the need of capacity building, plan, organize and train grantees and project staff on project financial recording and reporting
- Synthesis of lessons learnt and best practices in Finance.
Sound contributions to knowledge sharing
on financial issues
Recruitment Qualifications
Education:
Minimum Diploma Degree in Accounting and/or Finance. Bachelor Degree in Accounting would be desirable.
Experience:
Minimum 3 years for Diploma degree and 2 years for Bachelor degree in finance/accounting and taxation. Conversant with International agency’s financial system
Minimum Diploma Degree in Accounting and/or Finance. Bachelor Degree in Accounting would be desirable.
Experience:
Minimum 3 years for Diploma degree and 2 years for Bachelor degree in finance/accounting and taxation. Conversant with International agency’s financial system
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems. Familiar with SUN system would be an asset.
For more details of the position, please download
the TOR : HERE
