I. Position Information
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Job code title:
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II. Organizational Context |
Principal Recipient TB ‘Aisyiyah
is a Global Fund for AIDS, Tuberculosis & Malaria (GF-ATM) Project to
fight Tuberculosis disease focused on community-based activities, managed by
Aisyiyah Central Board. ‘Aisyiyah is a
Moslem Women organization founded in Indonesia in 1917 with concern for
social and religious issues. In New Funding Model-NFM (2016-2017), ‘Aisyiyah
has been chosen as Principal Recipient (PR) of Global Fund to carry out a
“Community TB-HIV Care Program” to represent the Indonesian Civil Society.
Hence ‘Aisyiyah is responsible to coordinate community level activities of
Sub-Recipients (SRs) as the representative of Civil Society Organizations
(CSO’s) that currently covers 16 provinces (50% of Indonesia’s provinces) and
to be expanded in 25 provinces and 160 districts in Indonesia.
The Finance Manager position is
responsible to lead the Finance Team that consists of 3 Internal Control
staff and 2 Finance Support staff in PR and Supervised Finance Staffs SRs and
SSRs Finance Manager is also responsible to review and consolidate all
financial reports (for PR and SRs) for GFATM project, including to actively
participate in the audit process (both by the LFA of the GFATM, and the
external auditor). The Finance Manager will report directly to the Authorized
Principal Recipient, and work in close collaboration with the Program
Manager, Field Operations & Monitoring-Evaluation Coordinator and Senior
Administration Officer, to ensure that the overall implementation of the project
is according to the approved work plan (refer to the timeline and absorption
level), as well as, refer to the PIM, PR Finance Manual, and GFATM guideline
on Finance Management. In addition, s/he will provide regular monitoring and
supervision to guarantee that the PR (includes SRs/SSRs) are maintaining
their internal control system that can support its compliance with all
requirements of the Grant Agreement.
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III. Summary of Functions and Key Results Expected |
Summary
of key functions:
q Manage
finance and administration of program and operations implementation strategy
q Lead
coordination on financial management matters with PR’s management and program
team
q Ensure
the financial management implementation and audit in accordance with the
rules assigned by the PR
q Facilitation
of financial management capacity building and knowledge sharing
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Manage
finance and administration of program and operations implementation strategy, adapts processes and procedures
focusing on achievement of the following results:
1. Full
compliance of PR financial processes and financial records with the GFATM and the government of Indonesia’ rules,
regulations, policies and strategies;
2. Solid understanding on the Accounting Principles and Audit
Procedures to ensure that all financial transactions will refer to the guide
lines of GFATM and the government of Indonesia (PSAK);
3. Revise
and update financial management guidelines when necessary. Disseminate these
updated guidelines to all Grant Management Unit staff and to the Service
Delivery Points and provide subsequent training;
4.
To be present at various meetings, to
address the issues, provide appropriate guidelines for improvising the
process, and to identify opportunities for enhancement.
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Lead
coordination on financial management matters with PR’s management and program
team,
focusing on achievement of the following results:
1.
In close collaboration with the program
team to lead the process for effective development of project budget for
GFATM Project, its implementation and revisions, including for decision of
carry forward and/or reprogramming of the budget;
2.
Lead the finance unit to provide monitoring
of budget absorption through development of Variance Report on a regular
basis and share to all program team;
3.
In close collaboration with the program
team to review and analyze the Variance Report for provision of proper
reasons in the report;
4.
Under the guidance of the Program
Manager, to organize the meeting on a regular basis to take concrete
strategies for optimal utilization of the budget to support better
achievement of the program indicators;
5.
Lead the finance unit to maintain all
financial records for SRs and SSRs to be submitted to PR (electronically) by
monthly, for consolidation process in the accounting software;
6.
Coordinate the Internal Control staff to
maintain and analyze financial report of PR and SRs, to ensure compliance to
the required rules/regulations;
7.
Responsible to ensure proper entry
process of periodic project financial report into the accounting software,
for further development of SUF, Enhanced Financial Report (EFR), and PU/DR for
submission to the GFATM;
8.
Lead the finance unit to prepare
quarterly report, six monthly report and annual report for CCM, LFA and
GFATM, including to provide inputs to the PR on financial aspect;
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Ensure
the financial management implementation and audit in accordance with the
rules assigned by the PR, focusing
on achievement of the following results:
1. Oversight
to the development, implementation and regular monitoring of an internal
control program to monitor performance of financial processes, to ensure
that:
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timeline of reporting submission from
SSRs to SRs and from SRs to PR, including to ensure completeness of the
supporting documents and its compliance to standards and to highlight any
deviation from the approved policies and procedures;
·
adequate monitoring of advance register
at PR, SRs, SSRs level, including to draft a solution for follow-up actions
to the high and long outstanding advances;
2. Supervise
to ensure proper control of the supporting documents for payments and
oversights of all financial records by the finance unit, including
institutionalizing a sustainable system for record maintenance and audit
purpose;
3. Coordinate
with the Admin Unit to ensure that all procurement of goods and services are
in accordance to the PIM and GFATM guideline, are transparent, and well
documented;
4. In
close collaboration with the Admin unit to provide guidelines on asset
management, including maintaining an asset registry, tagging and safeguarding
of assets, insurance of assets among others
5. Lead
the finance team and in close collaboration with the admin unit to prepare
travel arrangements for both official and training participants and analyze
the compiled travel expense reports;
6. Lead
the finance team to review financial data of the meeting/workshop/training and
in close collaboration with the admin unit to verify all settlement report
and ensure that any un-deposited cash are kept in minimize, and refunded to
the bank at the soonest;
7. Ensure
that all payments are in line with the required rules/regulation, ensuring
timely, accurate computation and completeness of supporting documentation, on
the basis of appropriate authorization (Internal Control Framework);
8. Coordinate
the finance unit and in close collaboration with the admin unit to provide advises
to staffs, managers and consultants on aspects of any allowances, such as,
travel advance and claims, calculation and payment of perdiem or other
entitlements, and other financial matters;
9. Lead the
finance unit to develop Cash/Bank Reconciliation and Cash Balance/Forecast
Report on a regular basis, and ensure its compliance to the GFATM regulation;
10. Coordinate
the finance unit to initiate correspondence to verify data, answers queries, and
obtains additional information on accounts and financial matters as required,
including to response enquiries on reports, procedures, budget, & other
finance issues;
11. Supervise
the finance unit to provide support on behalf of management in assisting any
required (special) audit conducted by the Board of Aisyiyah;
12. To
facilitate external audit activity which done by third party appointed by the
GFATM and report the finding result to the APR and the Board of Aisyiyah;
13. Review
the recommendations of the internal and external auditors, take remedial
steps to address the issues, document the actions taken and report these to
the Program Manager and APR;
14. To
ensure that all Financial documents is maintained properly for minimum of 7
years;
15. To
prevent any conflict of interest by following the procedures articulated in
the PIM, in accordance with the scope of their responsibilities;
16. Perform
other duties as required by the supervisor and/or PR.
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Facilitation
of financial management capacity building and knowledge sharing in the PR,
SRs, and SSRs, focusing on achievement of the following results:
1.
Lead the finance unit for development of
capacity building plan for finance staff;
2.
In close collaboration with the Admin of
HR for organizing orientation training to any new staff on a regular basis
with includes financial management area;
3.
Organization of training for the PR, SRs
and SSRs on finance management, audit and/or operations related issues;
4.
Together with Internal control staffs,
lead the finance unit to develop supervision plan to SRs and SSRs, including
development of its TOR that includes mentoring and/or on-the-job training to
finance staff;
5.
To coordinate finance team conducting
regular monitoring (based on the approved plan as above), including to
provide reports for adequate follow-up actions;
6.
Able to develop and if needed improving
Finance and accounting system of the PR;
7.
Conduct performance evaluation for
finance staffs in PR level and provide staff’ evaluation report that will be
benefit to the management decision making process;
8.
Lead the finance unit to provide capacity
building for the PR, SRs, and SSRs finance staff both on financial planning,
and budgeting, as well as, to also cover training on the preparation of
accurate financial reports in line with the GFATM requirements;
9.
Synthesis of lessons learned and best
practices in program finance;
10.
Sound contributions to knowledge networks
and communities of practice.
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IV. Impact of Results |
The key results
have an impact on the overall PR transparency, accountability, and efficiency
in program financial resources management and success in implementation of
program/project management/operations strategies. Accurate analysis and presentation of
financial information enhances PR position as a strong implementing partner
of GFATM grant. The information
provided facilitates decision making of the management.
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V. Recruitment Qualifications
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Education:
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Bachelor Degree in Accounting and/or Finance,
certified public accountant or hold CPA, CFA, CPMA is desirable.
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Experience:
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·
A minimum of 8 years of professional
experience in accounting/finance, 3 years of which should be at a managerial
level from any bilateral/International funding preferably GFATM or
international donor agency;
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Preferably has experiences on managing
finance unit and develop budgeting, general/cost accounting or equivalent
system;
·
Experienced in developing or outstanding
skills for web-based software use, particularly accountancy software;
· Having
significant knowledge on international donor financial reporting procedure
especially for grant context and the government
of Indonesia’ rules, regulations, policies and strategies;
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Other
requirements:
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Able to work with a team, adaptable and
output-oriented;
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Excellent in Microsoft Word and Excel
use;
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High level of attention to detail and
accuracy;
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Able to plan and organize multiple
simultaneous tasks efficiently;
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Ability to rapidly understand and
learning programmatic context within every financial transaction;
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Ability to conduct financial analysis and
make constructive suggestions;
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Strong interpersonal, communication and
diplomatic skills, able to work in a team and under minimum supervision;
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Good writing and reporting skills;
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Good presentation and communication
skills;
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Ease in communicating with colleagues and
third parties via email, conference call, and other electronic communication
platform;
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Ability to work under pressure and
stressful situations, and to meet tight deadlines;
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Native of Fluency in Bahasa Indonesia and
excellent command in English is desirable.
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We offer competitive
remuneration based on qualification and experience. Please submit your
application includes cover letter and CV, before 7 Desember 2017, Email :
admin@pr-tbaisyiyah.or.id
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