POSITION DESCRIPTION
TITLE: Grants Officer for Papua & West Papua Program
UNIT: Jakarta Field Office
REPORTS: Grants Manager (In-house) Program Director (Project)
UNIT: Jakarta Field Office
REPORTS: Grants Manager (In-house) Program Director (Project)
SUPERVISES: Grants Assistant
SUMMARY OF JOB RESPONSIBILITIES
Works closely with program colleagues to manage grant awards made to partners. Responsible for conducting the pre-award assessment/financial survey of shortlisted new partners, checking all partners’ financial reports following the checking guidelines in the partner audit policy, for financial accuracy, compliance with the sub grant agreement terms and the rules and regulations of the Foundation and the Donors. Ensures that the expenditure incurred by the partner organizations are within the budgets provided and that they are reasonable and relevant to the funded grant. Provides training to the staff of the partner organization in Quick books accounting software. Responsible for providing guidelines, other technical assistance to partners’ understanding of the financial accounting, reporting and supporting documents and filing responsibilities.
Works with the program units in resolving partners’ financial accounting and reporting problems. Checks amending letter of grant between partner organization and the Foundation.
Responsible for accounting for cost share information provided by the partners. Responsible in meeting with project external auditors, supplying all required documents and information, and responding to audit findings.
May be assigned in selecting auditors for external audits, negotiate the AUP and timeframe for work to be conducted.
RELATIONSHIPS
Internal
Daily contact with the other Program Officers, Program Assistants, and other Grants Officer; Regular contact with the Finance Officer-Projects, Finance Officer-Awards, Accountant (payments), Finance Director.
External
Contact with Audit organizations, Donor organizations, Partner organizations.
JOB RESPONSIBILITIES
Partner Management
- Conduct pre-award assessment/financial survey to the shortlisted partners and ensure that all partners meet adequate pre-award requirements before agreements are signed
- Participate in reviewing and revise tools used to conduct pre award requirement, partner financial & accounting guidelines and partner training materials.
- Maintain grants tracking report and remind the PA if the partner report is overdue.
- Review/conduct sample audit of partner financial report on completeness, accuracy and compliance, send the review result, follow up and resolve the issue with partner staffs (finance & program). Ensure safe custody of the partner’s supporting documents until they are checked and returned. Keep program colleagues informed as needed.
- Advise partner’s fund transfer base on the financial report submission, after considering the partner’s bank balance and their needs, and consulting with Grants Manager and program team member.
- Conduct quarterly field visit to partner’s office/program field. Build partner capacity and resolve the issue appear in the field. Provide field visit report to the supervisor and discuss any issue during the visit. Conduct close out process to each partner and make sure that they are ready for audit.
- Giving an input and provide training for partner capacity building process, guideline preparation process, based on the audit report/findings.
- Maintain a good partner grant file – financial related.
Partner Agreements
- Institute measures within the Letter of Grants to reduce the Foundation’s risk in cases where partners need capacity improvement (i.e., replacing accountants, ensuring a tight financial reporting schedule, not making too-large advance payments, etc.)
- Prepare PAF-2 and PAF-4, and make recommendations to Program staff as needed.
- Notify Program Director if over/under spending occurred and may require an amendment
Manage Audit of PartnersPrepare the audit TOR and coordinate with procurement unit for the procurement process. organize the entrance and exit meeting, provide the necessary documents, explanation/information related to partner audit, drafting audit response and draft reports in providing explanations and supporting information and negotiating towards minimizing audit findings.
Other
Other duties and responsibilities which may be assigned by the Grants Manager from time to time.
REQUIREMENTS
Experience
- Three to five years of progressively responsible experience in accounting, audits and sub-grants management.
- Experience in international audit organizations dealing with audits local non-governmental organizations, or strong experience in dealing with audits in an international development organizations preferred
- Experience working with local CSO in Papua and West Papua
Education
- Minimum Four-year Degree in Accounting or Finance related subject from a recognized University. Advanced degree preferred.
Other
- Proficiency in English – written and spoken
- Proficiency in Bahasa Indonesia – written and spoken
- Proven written and oral communication skills
- Strong team player and manager
- Excellent interpersonal skills
- Professional organizational abilities
- Strong attention to detail
WORK BASE
Will be base in Papua or West Papua
HOW TO APPLYPlease send your application letter and CV to The Asia Foundation by e-mail to hrd@tafindo.org by September 2, 2016. Please write “ Grants Officer - Environmental Governance” on the subject of the e-mail. The Asia Foundation is an equal opportunity employer.
