Description: Hivos new logoJOB 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
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 Wednesday, 3 December 2014.
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.
For more information about Hivos, visit https://hivos.org/.
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