The Opportunity

The Senior Finance Project Lead will be responsible for coordinating grants management, and contract matters to ensure the timely and effective implementation of institutional donor-funded project activities. S/he will be working closely with Program teams, Program Units, Grants, and the Finance team. As a controller team member, the position also includes supervisory responsibility for Finance Coordinator and Grant Finance team.

Accountabilities for the role

Budget Management and Monitoring

• Assist in the preparation of the annual grant budgets, monitor the impact of operation plans upon existing grant, analyse and advise CFM concerning appropriate actions to be taken;
• Reviews grant Project Outlines and PO modifications before CFM’s validation and CFM approval in order to ensure accuracy of expenses codes and budget availability as per the Project Implementation plan approved with donor/NO.
• Review mapping and Grant PO account lines are attached to FAD monthly before closing the SAP.
• Ensure budgets for grants are uploaded in SAP.
• Reviewing cost recovery budgets in all Project Outlines (POs) and ensure that both direct shared and overhead costs relating to Grants are timely recovered or charged.
• Share with the CFM cost recovery tracker on monthly basis (salary distribution, shared direct and apportioned cost).
• Support PDM and CPM in proposal budget development and ensure shared and apportioned cost are in each proposal and within country cost ratio.

Financial Reporting and Analysis

• Monitor actual grant expenditures against approved line items on monthly basis; alert management to any irregularities and make recommendations concerning the re-negotiation or approved grant line items with donor/NO where appropriate.
• Tracks monthly grants expenditure and issues/problems regularly and reports to CFM as appropriate and on time.
• Reconciles GH grant spent reports with country reports and issues arising from this are reported/dealt with appropriately.
• Prepare monthly adjustments of the grant indicative funding and submit to CFM.
• Analysis and reconciles grant expenditures vs. budget accurately. Generate monthly, quarterly, yearly and ad-hoc grants financial reports as required in donor, function and local currency.
• Review monthly Grant financial reports as submitted by Finance Coordinator for CFM final review as well as reports for donors in compliance with the FAD requirements/ donor requirements using relevant reporting tools.
• In charge of timely preparation of quality Donor reports and submitted for review and sign off on monthly basis. Provide Timely feedback to National Offices/Donors on all Financial Report queries
• Ensure that the Grant Coordination Team is kept informed about the status of all grant lines by preparing a monthly report on the status of the grant.
• Maintain accurate timesheet for all grants programs as per the donor requirements
• Ensure that all assigned grants and sponsorship-funded projects are charged with correct fair share and apportioned costs.

Systems management and reporting

• Supervise Grants Finance Accountant performing grant budget upload in SAP. Ensure Timely upload original budgets and subsequent changes for all projects.
• Review accuracy of SAP and ensures consistency with donor reports and SAP and submit the log sheet (tracker) to GH on monthly basis.
• Reviews Grant budget entries in SAP and keeps records of budget modifications on file.
• Maintain sound cash controls on all donor specific bank accounts and ensuring they are reconciled on a monthly basis.

Treasury

• Liaise with Grants & Contract Manager on income collection of awarded grants.
• Ensure record keeping of income is updated and reconciled both Finance and Grants module.

Staff orientation on donor Compliance requirements

• Participate in project inception meetings.
• Participate in project meetings as required.
• Attend quarterly review meetings.
• Give refresher training to staffs and partner on Donor’s compliance requirement.

Other Tasks

• Prepare cost recovery for staff costs (salary, benefit, insurance, etc.) of Grants projects and prepare salaries info that is relevant to Grants projects.
• Supervisory roles of Grant Finance Accountant and Finance Coordinator.
• Perform other related duties as requested by Supervisor.

Requirements for the role:

Essential

• Bachelor Degree in Accounting, Business Administration, Commerce or Finance,
• At least 6-8 years relevant post qualification preferably in international organizations, INGOs and/or bilateral organisations.
• At least 3 years’ experience at Management level.
• Good English speaking and written skills.
• Computer software skills, including advanced Excel and other accounting packages.
• Experience managing Donor funds, i.e. EU, USAID, AUSAID, SIDA, Irish Aid, and UN Agencies would be preferable.
• Experience in capacity development assistance to non-finance staff or sub grantees.
• SAP or ERP Microsoft 365 experience would be preferable.

Please follow the link to the full role profile: JD Senior Finance Project Lead (revised).DOCX

Location: Based at Country Office with at least 20% travel to projects areas, government offices and partner organization both in office, on the field and during humanitarian settings.

Type of Role: 1-year Fixed term contract (PKWT) with the possibility for other years of contract extension

Reports to: straight line to Country Finance Manager

Competitive salary and package available

Closing Date: 18 Oct 2024

HOW TO APPLY:

All information will be treated in the strictest confidence as we pride ourselves on our professional service. We will revert to you as soon as possible when we have reviewed your application.

Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by applying now not later than 18 Oct 20242024 to this link: https://tinyurl.com/FinanceProjectLeadPlan

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy (PSHEA).

As an international child-centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse.

Our organisation is based on a culture of inclusivity. We strive to create a workplace environment that ensures every team in every office and country is rich in diverse people, thoughts, and ideas.

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practices, positive attitudes and principles of gender equality and inclusion.

In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.

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