Program Representasi (ProRep) is currently seeking for a Finance Assistant, Jakarta

Finance Assistant
Program Representasi (ProRep) is currently seeking for a Finance Assistant.

Chemonics International, a leading international development consulting firm based in Washington, D.C., seeks qualified Indonesian candidates to fill the position of long term Finance Assistant on its project entitled Program Representasi (ProRep) in Jakarta. Funded by USAID, Program Representasi (ProRep) is designed to help civil society organizations (CSOs), public policy research centers and universities, and other policy actors become more representative, effective and responsive to citizens’ needs, and facilitate these groups to engage effectively for better informed and more representative policy processes and outcomes.

The ProRep Finance Assistant will have primary responsibility of assisting with all standard grants, simplified grants, and fixed amount awards (formerly fixed obligation grants) bookkeeping tasks and perform basic financial functions.

Detailed job responsibilities listed below include, but not limited to, the following:

A. Grants Tasks:

• For standard and simplified grants: Reviews grantee financial reports on a monthly basis including detailed review of all backup documentation and spot checking with vendors. This includes cost share back up documentation if applicable.
• For fixed amount awards (formerly fixed obligation grants): assists with payment and tracking of milestones and in-kind budgets.
• Conduct periodic spot checks of Grantees to ensure financial compliance.
• Liaises with grantees (with close coordination with Grant Manager) to request any missing documentation for the financial report or payment requests.
• Serves as a resource to grantees for questions regarding monthly financial reports, expenditures, costs share / cost contribution, allowability issues, good financial management practices, etc. This will include field visits to grantees as often as required.
• Maintaining grantee expenses, as required.
• Assisting in preparing bank reconciliations for the grants bank account.
• Maintaining grantee accounting records and files.
• Maintain the project’s accounting files system with close coordination with Bookkeeper.
• Assist Finance Manager in reviewing grantee financial report and preparing orientation materials for new grantees for all type of grants.
• Conduct assessments related to financial compliance for potential new grants.

B. General Finance Tasks:

• Receive invoices from vendors and manage and ensure timely payment by the project.
• Prepare documentation for all payment transactions (except payment mobile phones, office telephone and electricity), including but not limited to vouchers, checks and transfer forms. Ensure that appropriate documentation and approvals are obtained.
• Maintain the project’s accounting files system. Make sure that all vouchers are in order, completed properly and that bank slips/copies of checks attached.
• Maintain the tax files for the project, and ensure they are recorded and paid in a  timely manner.
• Maintain good communication with the bank, tax consultant and internal/external auditors.
• Ensure that salary information is secure and maintained confidential.
• Distribute to staff related salary slips, tax deduction slips and insurance paid slips.
• Ensure that backup documentation accompanying payment requests comply with Chemonics and US Government standards, and adhere to project policies.
• Responsible to ensure that all accounting documents are scanned and saved in the external disk.
• Assist Finance Manager to prepare payroll for all local staff based in Jakarta.
• Explain generally accepted accounting principles, USAID and Chemonics regulations/policy to staff and consultants, as necessary.
• Perform other general bookkeeping duties as needed and other duties as may be assigned by Finance Manager.

Applicants should have an accounting background and excellent bookkeeping skills; minimal 3-year experience as grants and/or subcontracts bookkeeper and/or in managing events/activities; proficiency in speaking in English & experience with accounting software; experience working with International donor agencies / USAID and knowledge of USAID policies and procedures is an advantage.

Please send a cover letter and resume to recruitment@prorep.or.id as soon as possible and no later than April 27, 2015. Please mention the position in the subject line of your email. Only shortlisted candidates will be contacted