USAID - APIK Project Job Vacancy: Finance Officer, Jakarta

USAID-APIK Finance Officer position opening: 

Finance Officer 

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control, water and natural resources management, and energy and climate change.

Background
DAI seeks a Finance Officer for a 5-year, $19 million USAID funded “Adaptasi Perubahan Iklim dan Ketangguhan (APIK)” Project. The purpose of APIK is to support the Government of Indonesia to strengthen climate and disaster resilience, working in an integrated manner from the national level down to the community level. APIK will help to mainstream climate change adaptation and disaster risk reduction into national and sub-national governance frameworks, build the capacity of local communities and the private sector to address climate change and weather-related natural hazards, and support the use of information for climate and disaster risk management among key stakeholders. 

The location for this position is Jakarta, Indonesia. 

Summary of Primary Duties
The Finance Officer is a key member of the finance team. He/She will play a pivotal role in overseeing adherence to project’s Field Operations Manual (FOM), USAID regulations, contract requirements and limitations, financial policies, procedures, controls, and reporting systems. The individual ensures compliance of all accounting and financial reporting functions, oversees cost and general accounting, accounts receivable/payable, payroll, risk management, and partner’s relationships, audit backup documentation, and directly supervise and support the project’s Finance Assistant and Field Office Accountants. He/She will be responsible for cash flow analyses, and the overall financial well-being of the project. The Finance Officer may be called upon to assume main accounting responsibilities when needed or perform any other related duties as assigned.

Essential Duties
Management

• Responsible for providing training, guidance and direction to project Accounting/Finance staff 
• Responsible for gaining comprehensive knowledge of project’s Field Operations Manual (FOM) and for identifying areas where policies, procedures and/or practices may not be fully aligned with project practice and advising project management with options and recommendations
• Responsible for coordinating documentation requirements with various departments, i.e. procurement, grants, logistics, Human Resources, Inventory Management, Technical/Delivery and other areas
• Responsible for providing training to staff on finance procedures and documentation requirements

Financial Reporting

• Develops and maintains reports of status of financial management activities (i.e. monthly and quarterly reporting) 
• Responsible for ensuring project assets/inventory report is balanced against the general ledger/FAS prior to submission to USAID
• Responsible for ensuring that any/all contractual financial reporting requirements are identified and complied in a timely and accurate manner
• Ensures that tax reporting procedures are well documented to facilitate preparation and submission in a timely manner
• Reviews and submits monthly reconciliation reports
• Monitors and submits advance, commitment, and grant reports as applicable
• Develops and submits other project reports necessary and based on registration requirements to local authorities
• Oversees the reporting of expenses by regional offices (if applicable)
• Monitors and reports on partner/vendor payment schedules and obligations
• Provides annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as applicable

Audit

• Manages preparation of internal and external audits
• Supports responses and actions to internal audit comments
• Conducts daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations and the
• Field Operations Manual (FOM)
• Performs regular spot audits on project’s files.
• Ensures adequate backup documentation is uploaded to relevant system according to set deadlines

Policies & Procedures

• Ensures that accounting policies and practices are carried out in accordance with GAAP standards; project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations and the terms of the contract

General Accounting/Financial Management

• Reviews wire requests for field project implementation 
• Conducts regular cash flow analyses to ensure availability of funds and the accurate maintaining of bank balances 
• Responsible for accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments
• Ensures the timely deposit of cash receipts
• Responsible for ensuring petty cash is maintained at a feasible level for operational activities and that petty cash procedures are followed
• Ensures the safeguard of bank checks, and cash receipts
• Ensures proper segregation of duties within the Finance/Accounting

Department

• Manages banking relationships and coordinates periodic updates for checking account signers 
• Reviews and approves bank reconciliations performed by the field accountant
• Prepares and reviews project cost data prior to submitting Oracle data reports to DAI Washington
• Maintains file management systems for soft and hard copy documentation
• Establishes guidelines for maintaining sub-grant and other partnership files and activities as applicable
• Maintains files on grant/procurement/subcontractor documents and modifications as applicable
• Directs the schedule of financial activities to ensure the timely preparation of budget related reports
• Supervises periodic cash counts
• Ensures non-billable expenses are thoroughly reviewed and are kept to a minimum
• Ensures that foreign taxes paid, if any, are tracked, recorded, and reported to USAID in accordance with ADS guidelines
• Prepares income tax report for employee (PPH21) and any other taxes that may be applicable.

Travel Advances & Reimbursements

• Follows and maintains procedures to ensure accurate and timely payment of travel advances, reimbursements for staff and partner travel 
• Maintains procedures to ensure accurate and timely reconciliation of travel advances
• Reviews outstanding advances and aging reports for accuracy Payroll
• Ensures the timely and accurate processing and review of all payroll transactions, assuring compliance with established employment agreements and modifications.
• Approves overtime expenses (if applicable per Project Schedule of Authorities)
• Ensures staff compliance with timekeeping policy and record keeping
• Serves as backup for payroll processing when applicable

Financial Systems

• Oversee and Monitor use of field accounting system (FAS), cloud software for backup documentation, DAI’s project management system (TAMIS), etc. 
• Communicates with home office system support teams on system or operations troubleshooting technical issues
• Trains finance staff in any financial system knowledge gap
• Ensures that voucher files are scanned and uploaded to DAI’s System for the Electronic Archival of Financial Documentation - BOX

Supervisory Duties

• Trains, supervises, and mentors employees 
• Plans, assigns, and directs work; appraises performance, addresses and resolves problems

Qualifications

• B.A. Degree in Accounting, Finance, Business Administration or equivalent. Advanced degree MBA, CPA or equivalent preferred. 
• 8+ years of relevant experience and progressive responsibility in finance and accounting, office administration, project operations at the mid-level of an organization 
• Minimum 2 years’ experience managing USAID funded projects
• Experience leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations
• Accuracy in working with large amounts of data
• Experience supervising staff
• Ability to respond effectively to the most sensitive inquiries or complaints
• Experience with enterprise accounting software, and Microsoft office suite
• Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.)
• Demonstrated report writing skills in English is required. 
• An articulate individual who possesses excellent communications and personnel management skills and who can relate to people at all levels of an organization
• An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Fluency in English is required

Reporting:

• Reports directly to the Director of Finance and Operations

APPLICATION SEND Interested applicants are invited to send their CV to Julia_Czaplinski@DAI.com, who will be conducting interviews until December 18. Please send applications as soon as possible.

Applicants are instructed to write “Finance Officer Application – NAME” as the Subject
line of their email. We regret that we are unable to acknowledge receipt of all applications and only shortlisted candidates will be notified.