Save
the Children is an international non-profit organization that focuses
on the fulfillment of children’s right. Save the Children was first
established
in May 1919 in the U.K. and to date has 28 Save the Children Offices
and operations in more than 120 countries worldwide. 1n 1976, Save the
Children signed an MoU with the Ministry of Social Affairs of the
Republic of Indonesia, followed then by the operations
of Save the Children throughout Indonesia. Currently, Save the Children
work in 11 provinces with a variety of program areas, such as:
Education, Health and Sanitation, Livelihood, Child Protection also
Disaster Risk Reduction.
Now we are looking for a position of:
Director of Finance & Grants (code: DFG)
based in Jakarta Country Office, 1 position
As
a member of the Senior Management Team (SMT) in Indonesia Country
Office, the Director of Finance and Grants shares in the overall
responsibility
for the direction and coordination of the Country Office. The Director
of Finance and Grants in his/her capacity is responsible for finance
administration, fiscal management, grant management, and financial and
grant reporting, in both emergency and development
programming contexts.
Reports to: Country Director
Country
Dimensions: Save the Children works in 11 provinces in Indonesia with a
current staff complement of 145 staff and current expenditure of
approximately
US$6 million each year.
Staff reporting to this post: Finance Manager, Awards Manager and Budget Analyst
JOB RESPONSIBILITIES
As a member of the SMT, contribute to:
·
Leadership of the Indonesia Country Office.
·
Support
the development of an organisational culture that reflects our dual
mandate values, promotes accountability and high performance, encourages
a team culture of learning, creativity
and innovation, and frees up our people to deliver outstanding results
for children and excellent customer service for our members and donors.
·
Help
design and implement a coherent organizational structure that is
consistent with agency practices and appropriate to programme needs.
·
Help establish, maintain, and improve active
and regular working relationships with host government authorities,
donors, partner agencies including major institutional donors, and local
and international NGOs.
·
Ensure that the required support is provided
promptly, at scale and in line with the rules and principles during
emergencies, working closely with the Regional Office.
Planning and Budgeting:
·
Assist the Country Director in the
management/administration of the Country Office resources and its
sub-offices including: a) providing effective support and guidance to
the SMT and
other key programme staff during planning and allocation exercises; b)
monitoring implementation of donor agreements and resource utilization;
and c) highlighting variances, provide analyses and recommend resolution
or reallocation of resources.
·
Work along with the Director of Programs and
relevant managers in developing plans to meet long-term funding and
programming needs including diversification of funding sources.
·
Identify and effectively manage all key
risks, especially financial, related to delivering the Country Office
programme and develop mitigation plans at proposal stage.
·
Ensure correct level of budget authority exists within Country Office.
·
Provide support for financial aspects in regards to budget development for new proposals.
·
Ensure appropriate and adequate emergency
finance and grants procedures are detailed in the Country Office
Emergency Preparedness Plan in order to enable rapid scale up, and that
all
finance staff members understand and are able to perform their roles in
an emergency.
·
Ensure sub-offices receive adequate support
to operate efficient accounting systems, including timely receipt of
monthly budget variance analysis by budget holders, timely answers to
queries and scheduling tasks and deadlines.
·
Work with the SMT and the Director of HR and
Support Services to establish equitable staff compensation policies and
practices within the approved budget and donor requirements.
·
Develop
and regularly update a master budget for the CO and ensure transparent,
appropriate cost allocation systems are applied.
Financial Accounting, Reporting, and Control:
·
Manage the Country Office financial systems
and provide the SMT and all budget holders a monthly update on the
budget variance analysis.
·
Ensure with Program Implementation and
Support Services Teams that systems are in place for the control of all
assets, funds, equipment, property, and facilities; submit timely
financial
reports to the centre, Regional Office and donors as required.
·
Ensure that effective systems are put in
place, and regularly reviewed, to allow adequate financial management
and control including:
-
Annual accounts and tax statement preparation;
-
Accounting and management information systems;
-
Cash and cash flow management and control in particular gain/losses on currency exchange;
-
Financial procedures during emergency
responses, including meeting all relevant responsibilities in the Rules
and Principles for Emergency Response;
-
Expenditure procedures, especially around procurement;
-
Documentation of all controls and procedures;
-
Finance training for staff in the field and partners as necessary;
-
Availability of funds for sub-offices and the Country Office.
·
Monitor accurate and timely submission of
financial reports and attachments to Members, donors and government
regulatory agencies.
·
Ensure quarterly effort reporting is prepared with major variances discussed with Regional Office.
·
Coordinate submission of control reports, respond to findings and recommend resolutions or action plans.
·
Lead and participate in the development of
finance policies and procedures to be able to maintain a
well-financially controlled environment in both development and
emergency contexts.
·
Coordinate and assist Country Director during any internal or external audits.
·
Ensure systems are in place to submit timely financial reports to centre, regional office and donors as required.
Grants Management:
·
Ensure preparation and submission of
financial and narrative reports for different donors and SCI members as
their requirements based on SCI grant tracker.
·
Monitor completion of financial reports for
grants/contracts. Ensure proper accounting and closing of books upon
receipt of completed reports and documents from various sub-offices.
·
Coordinate the release of donor fund
summaries from the members to ensure accurate and systematic accounting
of grant transactions.
·
Provide guidance to finance and non-finance staff and coordinate efforts to ensure compliance with donor requirements.
·
Work with budget holders to estimate funds
request on a timely basis to ensure resources are in place for carrying
project activities.
·
Ensure Country Office treasury operations are adequately managed.
·
Ensure timely and accurate information is provided through Awards Management system.
·
Oversee and monitor sub grantees/ grants as required per SC policies and procedures.
·
Develop sub-grantees through training and capacity building.
Management of fund raising activities:
·
Provide strategic support within the Senior
Management Team on all aspects of award management including funding
pipeline management, award contracting and donor compliance.
·
Support development and implementation of the
Country Office funding strategy, making recommendations and flagging
issues to the Senior Management Team and Save the Children members
as appropriate.
·
Ensure accurate and up to date information on
the funding pipeline and award portfolio is readily available to Senior
Management Team and members.
·
The duties will include the financial management of the future local fundraising activities.
Finance Staff Management, Mentorship, and Development:
·
Manage the performance of all staff in the finance work area through:
-
Effective use of the performance management
system including the establishment of clear, measureable objectives,
on-going feedback, periodic reviews and unbiased evaluations;
-
Coaching, mentoring and other developmental opportunities;
-
Recognition and rewards for outstanding performance; and
-
Documentation of performance that is less than satisfactory, with appropriate performance improvements/workplans.
·
Ensure appropriate staffing within Finance Team(s).
·
Define expectations; provide leadership and technical support as needed.
·
Ensure training and availability of appropriate professional development opportunities for staff
·
Ensure adequate segregation of finance duty within Country Office.
Other Related Responsibilities as assigned by the country director.
QUALIFICATION
·
Significant experience 5 years managing
institutional grants, contracts and sub-agreements with knowledge of
major donors funding guidelines such as USAID, EC and ECHO etc including
in depth knowledge of grants agreements/documents, compliances and
donor reporting.
·
Experience working in disaster/emergency response preferred.
·
CPA or equivalent degree (CA, ACMA, ACCA) preferred.
·
Excellent understanding of business and financial planning including strategic modelling.
·
Excellent experience of budgeting and budget management and analysis.
·
Excellent experience of computerised accounts packages, Excel, PowerPoint and Word.
·
Experience of managing and conducting audits.
·
Strong communication and interpersonal skills.
·
Ability to manage a complex and diverse workload and to work to tight deadlines.
·
Ability to build a small, proactive team,
motivating staff and working collaboratively with colleagues and
providing support and advice as necessary.
·
Willingness and ability to dramatically
change work practices and hours, and work with incoming surge teams, in
the event of emergencies.
·
A full appreciation of the value of co-operation, both internationally and within a team environment.
·
Understanding of Save the Children’s vision and mission and a commitment to its values.
·
Written and verbal fluency in English.
SCI Values Practice
1.
To carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
2.
To carry out the duties in accordance with SCI Health and Safety policies and procedures.
Updated CV and application letter should be sent to recruitment.indonesia@savethechildren.org
Please fill the “subject” column of the e-mails in this format: code of the position <…> - your name <…>.
Closing date for application is up to 26 December 2013
(Only short-listed candidates will be notified)
Save
the Children encourages qualified candidates to apply regardless of
religion, race, gender, sexual orientation or disability
All
recruitment practices and procedures reflect Save the Children’s commitment to protecting children from abuse
