TERMS OF REFERENCE
Position : Grants & Budget Officer
Period : 1 year
Program : Wildlife Conservation Society-Indonesia Program (WCS-IP)
Base : Bogor
Line Manager : Grants & Budget Manager, in coordination with specific Project Coordination Unit Coordinator/Manager
In the past year, the Wildlife Conservation Society Indonesia Program (WCS - IP) has significantly increased its engagement on forest/climate change policy, wildlife trade policy, support to the protected areas management, and development of other new projects within the country program. To support its program implementation, WCS-IP seeks a dynamic, well-organized, hard-working, and committed team player to support the management of grants for our field conservation programs, based out of the WCS-Indonesia headquarters in Bogor, Indonesia.
Key Areas of Responsibility
Under general supervision of the Operations Director, and direct supervision from Grant and Budget Manager, in heavy coordination with specific Project Coordination Unit Coordinator/Manager of KfW grants/programs; the Grants & Budget Officer will perform following tasks:
General
- Maintain good flow of communication between related program staff and general support staff within WCS IP departments, in particular to all KfW funded projects. This includes working closely with senior management staff (Grant & Budget Manager, and the Project Coordination Unit Coordinator/Manager of KfW grants/programs).
- Support to Grants and Budget Manager in information and data gathering.
- Assist Grants and Budget Manager to perform general budget/grants/contract monitoring and capacity building efforts to sub-grantees/sub-contractees, to ensure highest standards of financial integrity are followed.
- Assist Grants and Budget Manager to ensure that all projects/activities in the country program are in compliance and respecting national legislation including customs regulations, labor rights, taxes, benefits, etc., in particular all KfW funded programs.
- Closely coordinate with Finance team to deal with all invoicing and annual project audits, in particular all KfW funded programs.
Budget Monitoring
- Maintain an up-to-date grants calendar, including donor and sub-grant reporting deadlines, Budget vs Actual meetings, Grant Opening, Review and Closing meetings for projects, in particular all KfW funded programs.
- Review the Reference Key 3 inputs in the SAP System (line item classification).
- Monitor the Budget Status on daily basis.
- Prepare Budget Revision if necessary.
- Create the Grant Code Request and submit to Headquarters.
- Contact focal points from different departments to schedule meetings.
- Prepare and monitor the Milestone Checklist
- Support the Grants and Budget Manager by taking and distributing detailed notes at Budget and Grants-related meetings.
- Support the Grants and Budget Manager by maintain all paper and electronic grant files.
- In coordination with IT Officer, maintain proper filling system and online database for all WCS-IP grants and contracts within WCS-PI intranet, for better documentation and accessibility.
- Perform other duties, as requested by the Grants and Budget Manager.
Grants and Contract Monitoring
- Prepare an accurate database of project funding, including contracts, project budgets and donor-specific procedures and regulation.
- Contact focal points from Sub-contractees and Sub-awardees to schedule meetings.
- Prepare a sub-award due diligence/assessment
- Prepare a checklist to help Sub-contractees and Sub-awardees to meet the financial reporting requirement.
- Review the Financial Reports of Sub-contractees and Sub-awardees and also its supporting documents.
- Perform field audit of Sub-contractees or Sub-awardees’ financial system and reports.
- Prepare field audit working paper and provide audit report to the Grants and Budget Manager.
- Review Sub-grant agreement and keep the filing for all related documents.
- Deliver capacity building to improve sub-awardees compliance
- Perform other duties, as requested by the Grants and Budget Manager.
Internal Audit
- Provide analysis and ensure financial operations and administration is compliant with risk profile, regulations and donor requirements, as well as sub-grantees’ procedure. Provide solutions and recommendations where needed.
Position Requirements
- Minimum Bachelor degree in Accounting or Finance.
- Minimum of 3 years prior professional experience in a similar post.
- Experience as internal auditor or quality assurance is an added value.
- Demonstrated knowledge of grant and contract compliance, with U.S. Government Agencies and/or other European Government/Agencies, including KfW/BUMB/EU.
- Communicate effectively in English both orally and in writing.
- Mature and able to build efficient and effective communication with different parties, i.e. fellow coworkers, supervisors, senior & program manager(s), sub-grantees/sub-contractees, auditors, government partners, etc.
- Highly organized, fast learner with good interpersonal and time management skills.
- Ability to perform effectively under time pressure and to meet deadlines.
- Solid computer skills with respect to e-communication and spreadsheet modeling.
Applications
Please send a covering letter and CV in English to wcsindonesia@wcs.org no late than 6 March 2020, stating in the subject line “Grants and Budget Officer_(name)”.
Please also include a portfolio of your previous work or links to blogs or galleries online.
No correspondence, only short-listed candidates will be notified.