Finance and Grant Officer

3 days ago

Jakarta, Indonesia Ipas Full time

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 partner's 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 compl

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