Finance and Grant Officer

Yayasan Inisiatif Perubahan Akses menuju Sehat (IPAS) Indonesia, is a local foundation works as affiliation of Ipas global so that women and girls have improved sexual and reproductive health and rights through enhanced reproductive justice and access to care for women and girls in Indonesia.

The Finance & Grant Officer will support the Finance and Grant Manager in carrying finance & grant management functions for smooth operations of the Yayasan IPAS programs. S/he will assist in the financial processes, invoices, receipt and disbursement of funds and to maintain accurate financial records. S/he is responsible for resolving problems and deviations in accordance with established practices and must be able to use initiative to resolve issues independently.

The Finance & Grant Officer will also be responsible for supporting the implementation of the project and the technical support to the Finance unit from many aspects such as project management, financial management, grants and budget management.

The Finance & Grant Officer work under the supervision of the Finance & Grant Manager and will work closely with the other staff and units within the Yayasan IPAS Indonesia. Financial management and reporting

• Ensures all financial transactions are accurately and consistently entered in the financial system and all transactions are posted in a timely manner.
• Maintains complete and accurate financial records for Yayasan Ipas operations and activities, and ensures the records are properly and adequately safeguarded, ensuring compliance to all Yayasan Ipas financial SOPs, and guidelines.
• Prepare and arrange the payment process, by referring to existing Purchase Requisition & Purchase Order, checking the proper account code & project code and ensuring that the transactions are recorded in compliance with organization and donor regulations. Seeking approval from the end user and/or budget holder prior to the creation of payment voucher
• Review cash advances requested by other staff and monitor the liquidation of the cash advances in timely manner. He/she will also review expense reports submitted by other staff to ensure proper coding and adequate documentation are available.
• Follow up for accounts receivable, payable and bank statement reconciliation and keep track on advance payments and their timely settlement
• Work with Admin & Procurement Unit in managing petty cash, monitoring the utilization of cash, up to replenishment monthly
• Liaise with tax consultant for calculation of monthly withholding tax to be paid and reported to Tax Office monthly.
• Monitor monthly budget absorption rate for each project code and provide insights on budget allocation, disbursement rate, budget forecasting, budget shortfalls, and project’s progress
• Prepare monthly accounting adjustments & accruals as needed
• Monitor the balance sheet account and prepare reconciliation before the monthly closing schedule
• Monitor the weekly submission of timesheet of all staff
• Support the Finance and Grant Manager in the audit process and ensures timely submission of all documents requested by the auditors, as well as implement recommendations made by the auditors.
• Support in developing, updating, and reviewing the finance policy.
• Facilitate regular financial training to staff and partner NGOs on the financial compliance to the rules and SOPs

Grant management

• In coordination with Program Manager, review the budget proposal submitted by potential partner (subgrantee).
• Collecting the necessary documents from the partner and assessing the partners organization capacity.
• Analyze the cashflow to set up payment schedule to the partners
• Monitor the expenses incurred by subgrantee, review the financial transaction documents, and provide feedback on their periodic financial report. The financial report and its documentation should be audit ready as part of annual audit
• Provides technical support to partner organizations/sub grantee on financial report, documentation, and budget with emphasis on compliance with Yayasan Ipas’s financial reporting requirements and local government rules.

Procurement

• Work with the Admin and Procurement Unit on the status of the Purchase Requisition and Purchase Order, notify when the PO is fully completed, and propose the mass close of the PR and PO.
• Assist staff by providing technical support in dealing with procurement process or other business process in Workday.
• Provide advice to Admin & Procurement Unit related to procurement activities of the project, including vendor selection and reviewing bid/quotation analysis prepared by the responsible officer
• Together with the Admin Unit, maintain and update proper record of office asset list (equipment, furniture, etc)

Other

• Perform other related duties as required

Internal & External Customers / Suppliers as well as Third Parties

• Support the Finance and Grant Manager to ensure that all documentation is complete, accurate and in compliance on a daily basis.
• Assist the Finance and Grant Manager on the execution of assigned tasks and duties and reports progress on a weekly basis.
• Reports to the Finance and Grant Manager in reference to workflow, deadlines, reports, and policies
• Collaborates and works in supporting the other staff members in the area related to financial operations of Yayasan IPAS Indonesia office and its project implementation;
• Manages relationships with external entities including vendors and external consultants;
• Manage good relationship with tax consultant and other government body related to taxation

Position Requirements

• Minimum of Bachelors Degree in Accounting or Financial Management
• Minimum of 3-5 years of full-time work experience in a relevant field, with project implementation, project management and financial management experience.
• Experience in development work with multi-donor funding is an advantage
• Experience working with ERP system is an advantage
• Ability to write and speak in an organized, clear, and articulate manner
• Experience in planning and budgeting processes.
• High integrity and attention to details
• Professional fluency in Bahasa Indonesia and English.
• Good command in English (reading, speaking and writing)
• Experience to work in a multi‐cultural setting
• Ability to work under minimum supervision and under pressure
• Ability to travel when needed.

Knowledge & Skills

• Articulate, professional and able to communicate in a clear, positive manner with staff and a wide range of audiences, including government, private sector and local NGOs.
• Passion, enthusiast, and interest in Yayasan Ipas’s mission, and flexible to adapt to challenging work environment.
• Good oral and written communication skills
• Good critical thinking and problem-solving skills
• Demonstrated organizational skills
• Ability to motivate and work well with others
• Ability to work successfully in a cross-cultural, team-based, global environment
• Ability to create a supportive working environment amongst all staff

Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.