Finance Officer - Grants

Bogor

Organization: CIFOR - Center for International Forestry Research
Location: Bogor
Grade: Mid level - Mid level
Occupational Groups:
- Operations and Administrations
- Banking and Finance
- External Relations, Partnerships and Resource mobilization
- Grant writing
Closing Date: Closed

Reference number: 2316
Job status: In-progress
Job category: Local Position
Duty station: Bogor, Indonesia
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.

CIFOR-ICRAF is looking for a

Finance Officer - Grants

Overview

The finance Officer provides financial services ensuring high quality, accuracy and consistency of financial reports in accordance with CIFOR-ICRAF internal financial as well as donor guidelines. The accountant works in close collaboration with other teams outside finance such as MSU, PMU, Country team and Research Themes of CIFOR-ICRAF, to exchange information and ensure timely service delivery. In addition, the Finance Officer ensure that strong internal controls are instituted in following CIFOR-ICRAF’s policies and procedures.

Duties and responsibilities

Summary of responsibilities

Budgets are monitored regularly to ensure that spending are within the budget, in line with the project activities and timeline, and fully utilized at the end of the project.
Annual budgets and rolling budgets are updated in a timely and accurate manner.
Financial Reports to donors are reliable, accurate and submitted on time.
Project expenditures are eligible and accepted by the donor and amounts receivable from donors are collected promptly.
Grant agreements and all financial requirements are carefully reviewed and acknowledged.
Restricted Grants Partners financial reports comply with the laid down donor and/or CIFOR-ICRAF financial procedures and regulations and in accordance to the budget.

1.Monitor Budget and Actual Expenses of restricted grants

Maintain a complete record of all pertinent documents of each project and coordinate with other Finance Staff and various project leaders to ensure that the financial implementation adheres with all the other aspects of the project agreement.
Collaborate with Project leaders and PMU to clarify financial issues, answer queries and give updates on the financial and budget status of the project.
Review and verify expenditures of restricted projects assigned to ensure adherence to budgetary and donor requirements.
Liaise with the Program Management Unit (PMU) regarding the development of Letter of Agreement (LoA) with partner Institutions, project start-ups and set ups in myTree and OCS, budget update and management in OCS and project tracking & closures

2.Annual Budget and rolling budget updates

Collaborate with PMU regarding staff time allocation updated in OCS planner.
Collaborate with PMU on budgets for partnerships, travel, supplies, consultants, publications, and other costs based on the availability of funds of on-going restricted projects.
Review the overall annual budgets once posted in OCS by PMU of grants in assigned teams.

3.Donor Reporting

Prepare reports on the specific projects’ finances to donors and other users in compliance with Center standards and as specifically pre-determined by the donor as mentioned on the signed Grant Agreements and Donor’s General Conditions.
Ensure that reports to donors are submitted on time.
Submit draft and final financial reports in grants management system.
Review all donors reports from the Country Offices
Prepare invoice/payment request to the donor according to the payment term and schedule on the agreement.
Follow up for any query or review from the donor for the submitted financial report.

3.Grant Proposal Budgets and revised Budgets for On-going Projects

Key resource for project proposal/budget preparation regarding compliance issues for prospective sources of funding
Review and discuss revised budget for on-going projects from Offices, Units and Themes assigned
Ensure that the grants recover full overheads as per relevant cost structure
Provide guidance and ensure the budget figures are correct and the budget lines follow the donor requirements

5.Grant Agreements

Review the financial part and other relevant information of the new Grant Agreements and Grant agreement amendments.
Acknowledge the specific financial requirements from the donor and inform the relevant parties to ensure conformity on such requirements

6. Internal Reporting

Collaborate with PMU on the update of the 3 years staff time plan on quarterly basis or as necessary.
Update the monthly summary of restricted projects with multi-year budgets and cumulative expenses.
Prepare and review the monthly summary of cash flow (projected incoming and expenses of restricted project) to be used by the Head of Treasury and Fixed Assets.

7.Special Audit of Restricted Projects

Execute the selection process of audit firm to appoint the auditor for special audit of restricted projects as required by donor
Key resource on providing supporting documents and queries from the external auditors during the audit process
Review the preliminary draft audit report received from the auditor
Review partner audit report in relation to project requirement.

8.Time system

Monitor and ensure that staff time allocation is in accordance with the budget and the time sheets are recorded/adjusted appropriately
Collecting timesheets from respective staff involved in the project that required timesheets as mandatory supporting documents..

9.Daily and Monthly Operations

Monitor donor receivables and payables.Assist in ensuring that receivables are collected.Review donor payables remind project leaders if there is slow and payables >USD 50K, prepared by Treasury team.
Identify incoming funds from restricted donors and provide the code to the Head of Treasury and Fixed Assets.

10.Restricted Grants Partners Financial Management Monitoring

Review project partner’s agreement and budget in collaboration with PMU.
Monitoring financial compliance for restricted grants partners of assigned grants and ensure partners spend within their budgets and are following the laid down donor and/or CIFOR-ICRAF financial procedures and regulations.
Analyze restricted grants partner expenses and provide feedback of analysis to the project leaders and managers on expenditure trends and areas with significant over- or under spending.
Review the financial reports submitted by the partners, monitor partner balances, and collect any unused funds.

Education, knowledge and experience

University education in accounting with at least 5 years of relevant experience
Experience in financial and accounting services
Experience in project or cost accounting
Fluent in written and spoken English
Experience with an ERP, familiarity with Agresso Unit 4 and Vision XL is an advantage
Strong computer skills in word processing, database and other relevant office applications.

Personal attributes and competencies

Strong analytical skills
Competent in personal organization and priority setting, with the ability to work efficiently under time pressure and manage multiple priorities
Has initiative, capable of working independently, and an effective team player.
Good interpersonal and communication skills, with the ability to effectively interact with people in a multi-disciplinary and multi-cultural environment.
Experience working with a wide and diverse network of groups and individuals
Ability to work with minimum supervision

Terms and conditions

This is a local position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.
The initial appointment will be for 1 (one) year, inclusive of a three-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.
The duty station will be in Bogor, Indonesia
To apply, please visit our career site at: https://www.cifor.org/careers
To learn more about CIFOR-ICRAF, please visit our websites at: https://www.cifor.org and www.worldagroforestry.org
CIFOR-ICRAF promotes Gender Diversity – Applications from women professionals are encouraged.
CIFOR-ICRAF is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity.