Position : Grants and Contracts Officer
Project Name : USAID ERAT (Tata Kelola PemERintahan yang Efektif, Efisien, dan KuAT)
Location : Jakarta
Job Type & duration of Contract : Full-time staff, initial contract for a year with potential extension
Closing Date : May 31, 2022
Background
The Asia Foundation is awarded a contract by USAID to implement ERAT (Tata Kelola PemERintahan yang Efektif, Efisien, dan KuAT or Effective, Efficient and Strong Government) in January 2022. The program supports the Government of Indonesia, coordinated by the Center of Cooperation Facilitation of the Ministry of Home Affairs. It is implemented in the following four years in six provinces in Indonesia: North Sumatra, Banten, East Java, West Kalimantan, South Sulawesi, and East Nusa Tenggara, covering five districts in each province. The goal of ERAT is for the citizens of Indonesia to benefit from effective local government by increasing the quality of policy implementation and service delivery at the subnational level. The goal will be achieved through three interrelated intermediate results (IRs): (1) coherence between national and subnational policies strengthened; (2) performance of local service delivery enhanced; and (3) local budget allocation and execution improved.
USAID ERAT supports the Government of Indonesia to improve monitoring and evaluation (M&E) systems at the national and provincial levels to improve performance-based (non-fiscal and fiscal) incentive systems. An improved M&E system will also allow improvement of analysis of data and information to formulate better policies and programs to support subnational governments to provide public service delivery. The program promotes peer learning among subnational governments to improve the quality of governance and public service delivery. ERAT emphasizes collaborative governance in improving public service delivery – among different levels of government, among various sectors, and among various stakeholders, including the private sector and civil society organizations (CSOs). To allow broader participation of the communities, CSOs, and the private sector, ERAT supports the improvement of access to information and various channels of public participation, including complaint handling mechanisms. Private sector engagement in public service provision that is based on mutual benefits is emphasized in the program. ERAT supports the improvement of subnational budget allocation and execution to improve the quality of spending to improve access to and quality of public service delivery. The program promotes gender equality and social inclusion mainstreaming in local policies, programs, and budgets, as well as in the program implementation.
Roles and Responsibilities
The Grants and Contracts Officer works closely with program colleagues to manage sub-contracts and grants under contract (GUCs) – hereafter, “subawards” – made to partners (sub-awardees). Responsible for managing the subaward cycle, including identifying and selecting sub-awardees, awarding (sub-contracting/grant agreement signing), monitoring and closing-out sub-awards to ensure compliance with the rules and regulations of USAID and The Asia Foundation. These include conducting pre-award assessment/financial survey of potential sub-awardees, reviewing the financial proposals/budgets, preparing and processing subcontracts/grant agreements, and making payments based on milestones/deliverables. In the case of cost-reimbursement sub-awards, the Grants and Contract Officer is responsible to work closely with the program team to ensure timely reporting of the sub-awardees and to review sub-awardees’ financial reports for financial accuracy and compliance, to ensure that the expenditure incurred by the sub-awardees are within the budgets provided and that they are reasonable and relevant to the funded subcontract or grant. Particularly for GUC, the Grants and Contract Officer is responsible to provide guidelines, technical assistance and training to improve sub-awardees’ understanding of the financial accounting, reporting, and filing responsibilities. Responsible for accounting for cost share information provided by the sub-awardees. Responsible in meeting with internal and external auditors, supplying all required documents and information, and responding to audit findings. Responsible for conducting monitoring site visits to sub-awardee offices and reporting the findings to both the Finance Director and respective program teams.
Detailed Tasks
- Manage procurement of subcontractors or selection of grantees processes - from solicitation development to subcontracts/subaward execution. Includes developing and/or revising solicitation documents with scopes of work and statement of objectives, coordination and facilitation of technical evaluation panel members, collection, and evaluation of required compliance documentation from successful offerors and subcontract drafting and fincoordination and facilitation of technical evaluation panel members, collection, and evaluation of required compliance documentation from successful offerors and subcontract drafting and finalization in close coordination with successful offerors.
- Conduct
pre-award financial assessments and, where applicable, organizational
and capacity assessments to the shortlisted sub-awardees and ensure that
they meet adequate pre-award requirements before subcontracts/grant
agreements are signed
- Work with sub-awardees (maybe working
under the USAID project for the first time) to ensure a seamless
onboarding process by explaining the Foundation’s, USAID’s, and the
contractual and financial requirements of the subawards and develop and
lead an orientation for the sub-awardees in collaboration with the
program team. Continue building the financial management capacity of
sub-awardees throughout the sub-award period.
- Provide support in developing, improving, and managing technical procurement-related processes and procedures for ERAT.
- Serve
as in-house procurement expert for the ERAT team and collaborate with
the program team as needed to ensure that implementation of the
subawards is in accordance with USAID regulations and TAF internal
policies regarding procurement
- Maintain procurement records
through TAF system to ensure the quality of procurement and subaward
records are in compliance with USAID regulations and TAF policies.
- In
the case of cost reimbursement subawards, monitor the timeliness and
quality of sub-awardee’s financial reports, monitor the spending of the
sub-awardees, and conduct sample audits of sub-awardee’s financial
reports on the completeness, accuracy, and compliance.
- Conduct
field visits to the sub-awardee’s office and provide a field visit
report to ERAT Finance Director, the Deputy Activity Director, and, if
applicable, the program team, and discuss any issue that arises during
the visit.
- Notify the Deputy Activity Director and the
program team if over/under spending or other financial management issue
occurs and/or subcontract/grant amendment is needed.
- Work
with sub-awardee’s staff, finance, and program, to address challenges
and issues, and keep program colleagues informed as needed.
- Conduct close-out processes with each sub-awardee and make sure that they are ready for audits and to complete their award.
- Other duties and responsibilities which may be assigned by the ERAT Finance Director and other management staff.
The Contracts and Grants Officer reports directly to the ERAT Finance Director and is under the supervision of the Deputy Activity Director
Qualifications
- Has a minimum four-year degree in Accounting or Finance related subjects from a recognized university.
- At
least six years of progressively responsible experience in accounting,
audits, contract and grant management in an international organization
and/or donor-funded program/organization
- At least three
years of experience in a role related to procurement/finance/grant in
USAID funded projects, with good knowledge of USAID rules and
regulations.
- Experience in managing subcontract and/or grant to national and local organizations.
- Experience in dealing with audits of donor-funded programs.
- Ability to work in a cross-function team
- Outstanding communications, writing, and interpersonal skills
- Fluent in Bahasa Indonesia and English
- Sound problem solving and decision-making skills
- Strong attention to detail
HOW TO APPLY
Applicants should submit their application to id.hr@asiafoundation.org by May 31, 2022, at 05:00 PM Jakarta time. Please write “ERAT Grants and Contracts Officer” in the subject of the e-mail. The application should include (i) a cover letter, (ii) CV or Statement of Qualifications which summarizes the applicant's suitability for the position based on the above qualification criteria.
ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED
THE ASIA FOUNDATION IS AN EQUAL OPPORTUNITIES EMPLOYER. WOMEN AND MINORITIES ARE STRONGLY ENCOURAGED TO APPLY.
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