HIVOS JOB VACANCY
Hivos is a
Dutch non-governmental organization guided by humanist values. It aims at
structural poverty alleviation with a strong focus on civil society building
and sustainable economic development. Hivos provides financial support for local
NGO's, is active in networking, lobbying and exchanging knowledge and
expertise. For its Southeast Asia Regional Office in Jakarta, Hivos seeks
qualified Indonesian candidates for the position of:
Title : Financial Tender Support and Compliance Officer
Title : Financial Tender Support and Compliance Officer
Duty Station : Jakarta, Indonesia
Duration : One year with
possibility of extension
Report to : Finance
Controller
Functional context
The
Financial Tender Support and Compliance Officer provides financial and
accounting support to the Finance Controller and program teams in the
development and execution of programmmes. The Financial Tender Support and
Compliance Officer advises the Coordinator/Senior Business Development Officer;
Business Development Officer; Finance Controller and Finance Officer on
developing budgets and financial accounts and other records for projects in
accordance with donor requirements.
The
Financial Tender Support and Compliance Officer works with the Finance
Controller, who is in charge of the overall controls. S/he also interacts with
the Finance Officer, who supports programme and project teams in both the
resource mobilisation process and the result delivery process and the financial
project accounting. Contact with management is probable, as the main task concern
compliance with donor requirements in terms of budget and deployment of
proposals and contracts (implementation).
Roles and responsibilities:
1. Budgeting and forecasting.
a. To learn all related donor’s
guidelines before budget preparation to ensure the capability of Hivos to
comply with requirements.
b. To develop budget to be embedded in
project proposal, together with programme teams, using Hivos’ budget
tools and to ensure that related parties are enabled to work according to
guidelines.
c. To review budget with local partners
on a regular basis, to regularly monitor and document grant expenditures and
grant funded activity to ensure effective grant management and advancement of
programme implementation.
d. To review and communicate grant
expiration dates, altered timeframes, milestones and major changes in budgets
and to prepare adjustment as necessary (including extension of project, budget
amendments, plan change, programme evaluation etc).
e. To monitor budget allocations,
expenditures, fund balances and related financial activities for the purpose of
ensuring that allocations are accurate and recorded, expenses are within budget
limits and/or fiscal practices are followed.
f.
To attend donor meetings and trainings as needed.
g. To participate in meetings,
workshops and seminars for the purpose of conveying and/or gathering
information required to perform functions.
h. To serve as an institutional
resource on grant compliance, participate in the review of new funding
opportunities and provide critical feedback on institutional eligibility and
risk.
2. Compliance.
a. To comply with donor and
Hivos’ requirements.
b. To ensure that contracts issued by
Hivos to local partners comply with donor and Hivos’ requirements.
c. To establish policies and procedures
to ensure compliance with donor and Hivos’ requirements.
d. To ensure local partners’
project budget and timeframe according to budget and timeframe approved by
donor.
3. Capacity building, in coordination
with the Finance Officer.
a. To conduct internal compliance audit
to local partners to ensure the compliance with donor and Hivos’
requirements.
b. To ensure that Hivos internal teams
and its partners understand the requirements of donor and Hivos.
c. To strengthen financial management
capacities of partner organisations to ensure accuracy, transparency and
accountability, this including developing, maintaining and training staff in
the proper application of time-keeping, data collection and management.
d. To conduct field visits as
necessary.
4. Grant administration.
a. To ensure accurately and timely preparation
of grant billings.
b. To create and maintain appropriate
spreadsheets and documentation required by donors, and by Hivos such as due
dates, timesheets, etc.
c. To maintain a variety of manual and
electronic fiscal information, files and records (i.e. accounts payable,
accounts receivable, contracts, etc) for the purpose of providing an up-to-date
reference and audit trail.
Knowledge,
experiences and competencies
·
Minimum 5 year experience with multi
donors (EU, AUSAID, USAID, etc) budget development and monitoring.
·
Proven track record in handling
multi donors financial administration.
·
Knowledge of basic fundraising
techniques and strategies.
·
Knowledge of accounting sufficient
to prepare detailed financial and budgetary analysis or budgetary problems.
·
Demonstrated analytical skills that
allow for interpretation of budgetary, financial and related management
information.
·
Excellent writing skills in English.
·
Strong organizational skills to work
independently and to prioritize a heavy work load and excellent interpersonal
skills to work cooperatively with persons at all levels in the organization.
·
Attention to detail with a high
degree of accuracy.
·
Ability to exercise good judgment
and discretion, especially with regards to sensitive or confidential personnel
or organizational matters.
·
Excellent computer skills and
experience using spreadsheets, charting and other software tools, such as MS
word, Excel, Powerpoint and Outlook.
What do we offer?
An inspiring and dynamic working environment, dedicated
colleagues and the possibility to work for an ambitious new international
initiative.
How to apply?
To apply for
this position please submit your CV and a cover letter to application.id@hivos.org
no later than Monday, 26 January 2015.
This
position is opened for Indonesian nationality only.
Please
specify the position name you are applying for (‘Financial Tender Support and Compliance Officer’)
in the ‘subject’ line of your email. Only shortlisted candidates
will be notified.
