Chemonics
International, a leading international development consulting firm based in
Washington, D.C., seeks qualified Indonesian candidates to fill the position of
long term Finance Assistant on its
project entitled Program Representasi (ProRep) in Jakarta. Funded by USAID,
Program Representasi (ProRep) is designed to help civil society organizations
(CSOs), public policy research centers and universities, and other policy
actors become more representative, effective and responsive to citizens’ needs,
and facilitate these groups to engage effectively for better informed and more
representative policy processes and outcomes.
The ProRep Finance Assistant will have primary responsibility of assisting with all
standard grants, simplified grants,
and fixed amount awards (formerly fixed obligation grants) bookkeeping tasks
and perform basic financial functions.
Detailed
job responsibilities listed below include, but not limited to, the following:
A.
Grants
Tasks:
·
For
standard and simplified grants: Reviews grantee financial reports on a monthly basis including detailed review of all backup documentation and spot checking with vendors.
This includes cost share back up documentation
if applicable.
·
For
fixed amount awards (formerly fixed obligation grants): assists with payment
and tracking of milestones and in-kind budgets.
·
Conduct periodic spot checks of Grantees
to ensure financial compliance.
·
Liaises
with grantees (with close
coordination with Grant Manager) to request any missing documentation for
the financial report or payment requests.
·
Serves
as a resource to grantees for questions regarding monthly
financial reports, expenditures, costs share / cost contribution, allowability
issues, good financial management practices, etc. This
will include field visits
to grantees as often as required.
·
Maintaining grantee expenses, as required.· Assisting in preparing bank reconciliation for the grants bank account.
· Maintaining grantee accounting records and files.
· Maintain the project’s accounting files system with close coordination with Bookkeeper.
· Assist Finance Manager in reviewing grantee financial report and preparing orientation materials for new grantees for all type of grants.
· Conduct assessments related to financial compliance for potential new grants.
B.
General
Finance Tasks:
·
Receive
invoices from vendors and manage and ensure timely payment by the project.
·
Prepare
documentation for all payment transactions (except payment mobile phones,
office telephone and electricity), including but not limited to vouchers,
checks and transfer forms. Ensure that appropriate documentation and approvals
are obtained.
·
Maintain
the project’s accounting files system. Make sure that all vouchers are in
order, completed properly and that bank slips/copies of checks attached.
·
Maintain
the tax files for the project, and ensure they are recorded and paid in a timely manner.
·
Maintain
good communication with the bank, tax consultant and internal/external
auditors.
·
Ensure
that salary information is secure and maintained confidential.
·
Distribute
to staff related salary slips, tax deduction slips and insurance paid slips.
·
Ensure
that backup documentation accompanying payment requests comply with Chemonics
and US Government standards, and adhere to project policies.
·
Responsible
to ensure that all accounting documents are scanned and saved in the external
disk.
·
Assist
Finance Manager to prepare payroll for all local staff based in Jakarta.
·
Explain
generally accepted accounting principles, USAID and Chemonics
regulations/policy to staff and consultants, as necessary.
·
Perform
other general bookkeeping duties as needed and other duties as may be assigned
by Finance Manager.
Applicants
should have an accounting background and excellent bookkeeping skills; minimal 3-year
experience as grants and/or subcontracts bookkeeper and/or in managing
events/activities; proficiency in speaking in English & experience with
accounting software; experience working with International donor agencies /
USAID and knowledge of USAID policies and procedures is an advantage.
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