Grants and Budget Manager

Grants and Budget Manager

TERMS OF REFERENCE

Position: Grants and Budget Manager
Division: Wildlife Conservation Society-Indonesia Program (WCS-IP)
Reports to: Head of Operations, WCS-IP and Regional Finance Manager, Southeast Asia Archipelago

Job Summary:
The Grants and Budget Manager will document and report to the Head of Operations, WCS-Indonesia Program and the Regional Finance Manager for the Southeast Asia Archipelago. The primary objective is to establish and oversee efficient systems for financial management for WCS-IP Office and Field Projects. S/he will maintain appropriate communication with WCS Project Leaders (Directors and Managers), key donors and funding agencies. S/he will coordinate and consult regularly with WCS-New York to manage timely and accurate submission of financial reports. S/he leads and manages the WCS-IP Grants and Budget unit (including budgets and grants officers).

Responsibilities:

General :
• Overall supervision of the Finance Program and its staff
• Ensure financial efficiency in all aspects of operations, advising the Head of Operations and Regional Finance Manager of any problems or weakness in financial controls and procedures, and any ways in which costs could be reduced
• Strengthen and document financial policies and procedures
• Ensure that highest standards of financial integrity are followed
• Ensure that all projects/activities in the country program are respecting national legislation including customs regulations, labor rights, taxes, benefits, etc.

Budgeting

• Assist the Head of Operations, Indonesia terrestrial and marine programs, and Regional Finance Manager and WCS New York in preparing budgets for project proposal and annual budgeting
• Maintain the budget, including preparation of budget adjustments according to established procedures
• Compile quarterly projections of expenditures and cash flow for projects and country office to ensure that sufficient funds are available for project operations
• Maintain an accurate database of project funding, including contracts, project budgets and donor-specific procedures and regulations
• Monitor and review expenditure against budgets on a monthly, quarterly and annual basis by project and for country office as a whole
• Prepare monthly reports of expenditure against budgets for internal use, including monitoring of expenditure against project activity budgets as well as WCS project, grant/fund and account code, by the 10th day of the following month
• Where expenditures on projects is not in line with budgets, bring this to the attention of the Head of Operations, Program Manager and/or Regional Director and make recommendations to adjust spending accordingly

Grant and Contract Management:
• Maintain an accurate database of project funding, including contracts, project budgets and donor-specific procedures and regulations.
• Monitor completion of grants/contracts. Ensure smooth close-out process, proper accounting and closing of books upon receipt of completed reports and documents from various units.
• Review budgets for contracts and sub-grants to other organizations to verify that costs are reasonable and sufficient for proposed activities, and meet donor requirements for budget presentation
• Ensure that contractees and sub-awardees meet financial reporting requirements
• Where necessary, perform audits of contractee or sub-awardee financial systems and reports
• Ensure up to date knowledge on donor agreements and donor rules and regulations.
• Review all sub-grant agreements signed by the organization and ensure sub-grant compliance to donor regulations.
• Prepare donor financial reports in line with donor reporting requirements in a timely manner.
• Monitor ongoing levels of expenditure on individual programs against budget, and provide timely advice of likely over or under-spends to Head of Operations and the responsible Program Managers.
• Ensure respective Program Managers understand variance implications and how to respond to and manage them effectively.
• Provide technical support and training to partners and sub-grants as necessary.

Reporting:

• In consultation with the Head of Operations and Regional Finance Manager and the Program Managers, ensure communication, reporting and administrative requirements of donors are met
• Prepare and present written and verbal reports to public, NGO, Government and Donor agencies as required.

Other:

• Provide day-to-day guidance and advice to the grants and budget management team specifically in accounting theory and practice, as well as in compliance with financial accounting policies and procedures.
• Participates in the development of finance policies and procedures (including their documentation for WCS-IP) to be able to maintain a well-financially controlled environment.
• Provides key input and guidance to the finance team in resolving pending items, or transaction problems and irregularities and ensure resolution in a timely and effective manner.
• Provides assistance and support during internal and/or external audit. Draft audit response and ensure implementation of agreed audit recommendations.
• To represent WCS to public, NGO, Government and donors as required.
• Undertakes other tasks as deemed necessary in line with the goal of providing management support to the Head of Operations and/or Regional Finance Manager.

Requirements:

• Bachelor’s Degree in Accounting or Finance (CPA preferred).
• Minimum 7 years successful experience working in similar position with an NGO (local or international), in particular experience of grants management.
• Knowledge in accounting and experience managing computerized financial systems (Sun System and/or SAP preferred).
• Computer skills mandatory. Proficient in Microsoft Office Applications.
• Strong leadership and interpersonal skills, solid programming, financial and organizational development skills; strong coaching skills and excellent analytical and financial planning skills.
• Strong analytical and interpretative problem solving skills.
• Knowledge of the policies, regulations, reporting formats, and cultures of traditional donors, including USAID, UNDP, and others.
• Able to multi-task, establish priorities and meet deadlines.
• Good oral and written communication skills. English and Bahasa-Indonesia.
• Concern for wildlife conservation & environmental issues is essential.

Please note that the above TOR constitutes only the main responsibilities and duties of this position. As WCS-IP is a flexible organization, staff members are expected to undertake any other tasks that are allocated to them but which are not part of their regular TOR.

Application Details

Please submit your job application consisting of updated curriculum vitae, expected salary, three professional references and a cover letter explaining your interest towards this work and/or this organization to wcsindonesia@wcs.org marked with “Grants and Budget Manager" by March 15th 2017. No correspondence, only short-listed candidates will be notified.

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Contact Information
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