Hivos Southeast Asia Job Vacancy: Grant Administration Officer, Jakarta

Hivos is an international organisation that seeks new solutions to persistent global issues. With smart projects in the right places, we oppose discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. Our primary focus is achieving structural change. This is why we cooperate with innovative businesses, citizens and their organisations. We share a dream with them of sustainable economies and inclusive societies. For its Hivos seeks qualified candidates for the position of:

Title : Grant Administration Officer
Duty Station : Jakarta, Indonesia
Report to : Finance Controller
Duration : 1 (one) year

Aim of the job
The Grant Administration Officer supports program and project teams in both the resource mobilization process and the result delivery process: the financial project accounts. The Grant Administration Officer prepares budgets and financial aspects of project proposals; administers the donor and implementing contracts; and manages the related cash flow and reporting schedules. The Grant Administration Officer administers and reviews the income statements of project implemented by Hivos and assist the Project teams with their internal and external reporting obligations.

Functional Context
  1. The Grant Administration Officer position is part of one or more program or project teams and ensure the compliance regarding donor requirements in the primary process: results, budget and development of proposals and contract (implementation).
  2. The Grant Administration Officer coordinates with Project Manager(s), Accounting Manager, Design, Monitoring and Evaluation Officer, as well as to Head Office and donors.
  3. The Grant Administration Officer may also work with the Financial Controller, which focus on compliance regarding Hivos and donor requirements in the primary process: results, budget and deployment of proposals and contract (implementation).
Roles and Responsibilities
Budgeting and resource mobilizations
  1. Learning all related donor’s guidelines before budget preparation to ensure the capability of Hivos to comply with requirements.
  2. Supporting the Project Manager in developing budget to be embedded in project proposal, together with program teams, using Hivos’ budget tools and to ensure that related parties are enabled to work according to guidelines.
  3. Assisting the program team during the budget negotiations with donors.
Grant administration
  1. Supporting the Project Manager in controlling and monitoring budget to ensure fund availability for each program.
  2. Assisting the program team in creating any contracts to partner organizations by providing advice on partner budget, payment schedules, taxation, reporting and monitoring schedules that would mitigate financial risk.
  3. Supporting the Finance Controller in carrying out contract intake assessment and contract monitoring as required by Hivos risk based grants control framework.
  4. With close supervision from the Finance Controller, organizing external certification/audit as necessary.
  5. Strengthening financial administration capacities of partner organizations to ensure accuracy, transparency and accountability, this including developing, maintaining and training staff in the proper application of time-keeping, data collection and management.
  6. Preparing quarterly budget comparisons and sharing it with the related Program Manager.
  7. Coordinating with the Accounting Manager related to the project staff charging.
  8. Ensuring project staff timesheet are available monthly.
  9. Monitoring budget allocations, expenditures, fund balances and related financial activities for the purpose of ensuring that allocations are accurate and recorded, expenses are within budget limits and/or fiscal practices are followed.
  10. Reviewing project payment request (accuracy information, budget and fund availability).
  11. Preparing accurate and timely project financial report and supporting documents to be reviewed by the Finance Controller.
  12. Maintaining good filing for the project (both soft and hard files).
  13. Preparing accurately and timely grant billings to donors.
  14. Ensuring all office equipment purchased by project are registered, maintained and handed over as required by donors.
  1. Supporting Hivos office accounting as required.
  2. Carrying out other tasks as requested by the supervisor.
Knowledge, experiences and competencies
  1. Relevant education level of working and thinking.
  2. Relevant work experience: minimum 1 year.
  3. Expertise in accounting and working with external customers.
  4. Work experience in international environment and financial project management.
What do we offer?
An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.

Grant Administration Officer graded in Grade: 5 - 6 (from 1-13 Hivos SEA salary grade).

To apply for this position please submit your CV and a cover letter to hr.sea@hivos.org no later than 12 January 2020.

Please specify the position name you are applying for (‘Grant Admin Officer’) in the ‘subject’ line of your email.

Only shortlisted candidates will be notified.