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WWF-Indonesia is an independent member of WWF, the global conservation organization, that operating close to 100 countries worldwide. WWF-Indonesia is registered under the Indonesia law and operates with 23 offices in 14 provinces, with the vision to conserve Indonesia’s biodiversity for the well being of present and future generations. To support our programs, we are currently seeking a qualified candidate to fill the position of:
Financial Operations/Grants Administrator
Major Function
Under the direction of the Coral Triangle Support Partnership (CTSP) Chief of Party, the financial operations and grants administrator will manage and facilitate administration and financial monitoring of projects and budget for the CTSP USAID project. S/he will provide financial and administrative technical assistance to program staff and others, which may include field offices and/or grantees, as well as the CTSP WWF US team and other NGOs. S/he will work to ensure financial and administrative information is well-organized, deadlines are met, and problems or inconsistencies are raised and addressed. S/he will design and coordinate delivery of training to field staff to ensure compliance with WWF and USAID regulations.
Major Duties & Responsibilities
The financial operations and grants administrator facilitates and coordinates the preparation and management of administrative plans and budgets reporting directly to the Chief of Party his designates. S/he gathers necessary information for the Regional Project Office operations budgets and grant program budgets, and systematically reviews and communicates to the Chief of Party the status of all program budget and expense activity on a monthly basis. S/he works with the WWF US office to ensure monthly financial reporting is up to date, ensures CTSP country team offices track leverage and cost share by funding source, maintains budgets by project and funding source, and reviews and monitors the status of leverage and cost share budgets.
The financial operations and grants administrator also identifies problems and formulates recommendations for corrective action including the following:
- Provide support to the Regional Program Office (RPO) management team in Jakarta by managing the status of all program budgets and expense activities, and designs and provides customized reports as needed.
- Track leverage and cost share by funding source, and review and monitor the status of leverage and cost share budgets.
- Maintain close relationship with WWF Indonesia staff that provide support to the CTSP project office for local staff payroll, office space rental and maintenances, etc., and serve as the focal point for these relationships. Follow up on needed approvals and details to enable relationships to work and prosper.
- Review and analyze CTSP small grantees financial reports to ensure compliance by those funding recipients with WWF-US reporting requirements. Notify appropriate CTSP program officers of any problems or discrepancies and provide technical assistance to grantees in resolving problematic issues.
- Support the CTSP small grants program administration by preparing and monitoring agreements for sub-recipient grantees. Prepare pre-award screening documents, drafts agreements, etc., as needed, and monitor compliance with agreement terms, and ensure agreements and payments are processed timely and in accordance with WWF policy and procedures. Prepare paper work for approval, secure signatures, and distribute documents to appropriate parties. Review and analyze small grants financial reports to ensure compliance by funding recipients with WWF-US reporting requirements. Notify program officers of any problems or discrepancies and provides technical assistance to grantees in resolving problematic issues.
- Support, prepare and monitors agreements for local/regional consultants. Prepares pre-award screening documents, draft agreements, monitor compliance with agreement terms, ensure agreements and payments are processed timely and in accordance with WWF policy and procedures. Prepare paper work for approval, secure signatures, and distribute documents to appropriate parties.
- Uses Bridger software to ensure compliance with the US Anti-Terrorism Act requirements.
- Maintain information and files pertaining to all agreements (small grants and consultants). Regularly monitor on-going compliance with WWF reporting requirements and individual project deadlines. Ensures all project reports are acknowledged and routed to appropriate individuals for review.
- Provide support to the management and coordination of day-to-day administrative operations of the CTSP project office and special projects. Identify, coordinate and expedite the communication of information and issues both inter-departmentally and intra-departmentally, as well as externally with NGOs, NOs, and field offices as appropriate. Responsible for overall management of the RPO budget.
- Facilitate and coordinate the preparation and management of administrative plans and budgets. Gather necessary information for annual budgets, annual operations and grants budgets. Systematically review and communicate to the team the status of all program budget and expense activity (through monthly cost center/general ledger reports). Identify problems and formulate recommendations for corrective action.
- Performs other duties as assigned.
- Internal: Daily contact with a variety of WWF staff to coordinate activities, obtain and share information. Regular contact with other WWF offices and staff, as well as internal CTSP communications on budget matters with other CTSP consortium partners in TNC and CI, as well as grantees.
- External: Regular contact with non-staff individuals such as conservation partners, government agency representatives, donors, consultants, etc., under the supervision of the COP or his designate(s).
- Reporting: Reports directly to the COP or his designate(s).
- Education/Experience: A Bachelor’s degree in Accounting or Finance or equivalent work experience required. Must have Bachelor’s degree plus three years, or a minimum of five years relevant experience, including knowledge of budgeting and accounting principles. Familiarity with U.S. Government-funded projects is highly desirable.
- Skills and Abilities
- Organizational, quantitative and analytical skills
- Attention to detail
- Ability to prioritize and work accurately under time constraints
- Initiative, ability to prioritize and complete work with minimal supervision
- Excellent communication and interpersonal skills in English and in local language(s)
- Ability to manage multiple projects and priorities
- Demonstrated ability to use word processing, database and spreadsheet software packages (Word, Excel, Powerpoint, Access)
- A plus will be previous USAID or NGO experience.
If you meet above requirements, kindly please send your comprehensive resume and recent photo not latter than one weeks after this advertisement to:
wwf.indonesia@gmail.comOnly shortlisted candidates will be contacted, no telephone nor mail letters inquiry
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