POSITION INFORMATION
Position Title: Grants Officer for USAID CEGAH Project
Location: Jakarta, Indonesia
Job Type and duration of contract: Full-Time, 1 year contract period
Closing Date: March 6, 2017
SUMMARY OF JOB RESPONSIBILITIES
The Asia Foundation seeks qualified candidates for Grants Officer for USAID CEGAH project position. The Grants Officer has an overall responsibility to conduct the pre award assessment/financial survey of shortlisted new partners, check 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 (USAID). Provides document related to grants and contract award for selected partners through open tender or pre-allocated process for donor’s approval, update and manage project’s procurement list. Work with program units in organizing tender process. Ensures that the expenditure incurred by the partner organizations are within the budgets provided and that they are reasonable, in line with market price, project standard, and relevant to the funded grant.
Provides training to the staff of the grantee 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 partner’s grant award, financial accounting and reporting problems. Check amending letter of grant between partner organization and the Foundation. Responsible for accounting for cost share information provided by the grantees. Responsible in meeting with project external auditor, supplying all required documents and information, and responding to audit findings.
RELATIONSHIPS
INTERNAL:
Daily contact with the Program Coordinator (Component Leader), Program Officers, Program Assistants, Director of Grants and Contract, and other Grants Officer; Regular contact with the Finance Officer-Projects, Finance Officer-Awards, Accountant (payments) , Director of Finance.
EXTERNAL:
Contact with Audit organizations, Donor Organizations, Partner Organizations
JOB FUNCTIONS
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 and accounting guidelines and partner training materials.
- Provides document related to grants and contract award for selected partners through open tender or pre-allocated process for donor’s approval; update and manage project’s procurement list.
- Remind the partner if the financial report is overdue.
- Review 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 grantee's bank balance and their needs, and consulting with Director of Grants and Contract and Program Team member.
- Conduct field visit to grantees office/program field (if necessary). Build grantee capacity and resolve the issue appear in the field. Provider 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 with the Letters of Grants to reduce the Foundation’s risk in cases where partners need capacity improvement (ie., replacing accountants, ensuring a tight financial reporting schedule, not making too-large advance payments, etc)
- Prepare the document related LG development and make recommendations to Program staff as needed.
- Notify program Director if over/under spending occurred and may require an amendment.
MANAGE AUDITS OF PARTNER
- Prepare 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 grantee audit, provide explanations and supporting information as well as negotiating towards minimizing audit findings, drafting audit response, and review draft audit reports.
OTHER
Other duties and responsible which may be assigned by the Director of Grants and Contract and Director of Law from time to time.
REQUIREMENTS
HOW TO APPLY
- Three to five years of progressively responsible experience in accounting, audits and sub-grants management; experience in managing grants and contract of USAID Project is an advantage.
- Experience in international audit organizations dealing with audits local nongovernmental organizations, or strong experience in dealing with audits in an international development organizations preferred.
- Minimum bachelor degree in Accounting or Finance related subject from a recognized University. Master degree in an advantage.
- Proficiency in English – written and spoken
- Proficiency in Bahasa Indonesia - written and spoken
- Proven written and oral communication skills
- Able to work in tight schedule, fast pace environment, proactive with minimum supervision
- Strong attention to detail
- Strong team player and management
- Excellent interpersonal skills
- Professional organizational abilities
HOW TO APPLY
Please send your application letter and CV to The Asia Foundation by e-mail to hrd@tafindo.org by March 6, 2017. Please write “GO – USAID CEGAH” on the Subject of the e-mail. The Asia Foundation is an equal opportunity employer.
