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Terms of Reference
Position Title: Finance and Sub-award Officer
Duration of Assignment: 3 months (with possibilities of extension)
International NGO seeks a Finance and Sub-award Officer. The primary responsibilities will be to assist the Program Manager with the daily operation and implementation of IFES projects in Indonesia.
The position is Jakarta based and full time.
IFES is an international, nonprofit organization that supports the building of democratic societies. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle in countries around the world to enhance citizen participation and strengthen civil societies, governance and transparency. Founded in 1987 as a nonpartisan, nonprofit organization, IFES has developed and implemented comprehensive, collaborative democracy solutions in more than 120 countries. Currently we are seeking Disability Rights Advisor to help project implementation in IFES Indonesia.
IFES is currently recruiting staff for the General Election Network for Disability Access (AGENDA) Project, the IFES-led consortium will seek to expand Indonesian disabled people’s organizations’.
(DPOs) regional leadership capabilities, develop new tools and partnerships to monitor and raise awareness about disability access issues in elections, and work to ensure that disability rights are squarely on the ASEAN agenda. New and enhanced methodologies for monitoring disability access will include regional indices and reports to regional bodies, and Network findings will be shared with civil society organizations in several ASEAN member states.
Under the supervision of the IFES AGENDA Program Manager, the Finance and Sub-award Officer is responsible for overseeing and managing the sub-grants award process and implementation components of IFES’ election support project. For the award portion, the Finance and Sub-award Officer is responsible for the preparation and management of grant solicitations, competitive selection processes, conclusion of agreements, financial accountability, and preparation of routine correspondence and other requirements in accordance with USAID standard operating procedures.
Related to implementation, the Finance and Sub-award Officer is responsible for monitoring compliance and achievement of local NGO implementers, and will work with the IFES-Indonesia Program Manager and Program Officers to achieve this. The Finance and Sub-award Officer will also work to assure projects are on track and meeting projected timelines.
Principal duties and responsibilities:
  • Develop RFAs for solicitation of bidders;
  • Review all proposals from bidders. Assess the legal eligibility of an applicant to receive the grant and technical capability to manage a grant, including assessing the applicant's internal structure and accounting and administrative procedures;
  • Develop grant agreements and prepare budgets;
  • Conduct capacity for awarding organizations, and explain USAID/IFES policies and procedures with regard to expending grant funds and preparation of reports;
  • Conduct financial and regulation compliance review of financial and narrative reports;
  • Together with other IFES Indonesia program staff, work with sub-awardees on a regular basis;
  • In cooperation with IFES DC Finance Department, prepare periodic reconciliation reports for the review by the Program Manager;
  • Review program budgets and comment on their implementation on a regular basis;
  • Ensure that comprehensive data on all grants is properly organized and available for reference;
  • Prepare financial documentation for Closed-out Sub-grants, Amendments, Cancellations of Grants;
  • As requested, make recommendations for project activities.
Other management responsibilities:
  • Maintain grant files and ensure their completeness;
  • Conduct annual research of auditing companies;
  • Other duties as assigned by the Program Manager.
Qualifications:
  • Bachelor's/Master's degree in Finance, Law or Public Administration with a focus on policy development preferred;
  • 5 years work experience in a related field with an international organizations is required;
  • Strong Project Management Background and analytical skills required;
  • Experience in managing Sub-award;
  • Experience in AUSAID/USAID projects is an advantage;
  • Fluency in English and Bahasa Indonesian required;
  • Ability to take initiative and work with tight deadlines;
  • Excellent written and oral communication skills required;
  • Basic computer skills (Microsoft Office Programs, Excel, Internet) required.
Interested candidates may send their application to: vacancy@ifesindonesia.org latest by 27 March 2017.
Only shortlisted candidates will be contacted.
No phone inquiries.
People with disabilities with the relevant background are strongly encouraged to apply.