AlamatThe Finance Officer provides financial services ensuring high quality, accuracy and consistency of financial reports in accordance with CIFOR-ICRAF internal financial as well as donor guidelines. The Finance Officer works in close collaboration with other teams outside finance such as PMU, Country team and Research Themes of CIFOR-ICRAF, to exchange information and ensure timely service delivery. In addition, the Finance Officer ensures that strong internal controls are instituted in following CIFOR-ICRAF’s policies and procedures.
Duties and responsibilities
Key Result Areas:
- Budgets are monitored regularly to
ensure that spending is within the budget, in line with the project activities
and timeline, and fully utilized at the end of the project. - Annual budgets and rolling budgets are
updated in a timely and accurate manner. - Financial Reports to donors are
reliable, accurate and submitted on time. - Project expenditures are eligible and
accepted by the donor and amounts receivable from donors are collected
promptly. - Grant agreements and all financial
requirements are carefully reviewed and acknowledged. - Restricted Grants Partners financial reports
comply with the laid down donor and/or CIFOR-ICRAF financial procedures and
regulations and in accordance to the budget.
1. Monitor Budget and Actual Expenses of
restricted grants.
- Maintain
a complete record of all pertinent documents of each project and coordinate
with other Finance Staff and various project leaders to ensure that the
financial implementation adheres with all the other aspects of the project
agreement. - Collaborate with donors, collaborators, project leaders and scientists
to clarify financial issues, answer queries and give updates on the financial
and budget status of the project. - Review and verify expenditures of restricted projects assigned to
ensure adherence to budgetary and donor requirements. - Liaise with the Program Management Unit (PMU) regarding the development
of Letter of Agreement (LoA) with partner Institutions, project start-ups and
set ups in myTree and OCS, budget update and management in OCS and project
tracking & closures.
2. Annual Budget and rolling budget updates.
- Collaborate with PI regarding staff time allocation to be updated in
OCS planner. - Collaborate with PI on budgets for partnerships, travel, supplies,
consultants, publications, and other costs based on the availability of funds
of ongoing restricted projects. - Review the overall annual budgets of grants in assigned teams.
3. Donor Reporting
- Prepare reports on the specific projects’ finances to donors and other
users in compliance with Center standards and as specifically pre-determined by
the donor as mentioned on the signed Grant Agreements and Donor’s General
Conditions. - Ensure that reports to donors are submitted on time.
- Submit draft and final financial reports in grants management system.
- Review donors reports from the Country Offices assigned prior to
forwarding for approval. - Prepare invoice/payment request to the donor according to the payment
term and schedule on the agreement. - Follow up for any query or review from the donor for the submitted
financial report.
4. Grant Proposal Budgets and revised
Budgets for Ongoing Projects
- Key resource for project amendment budget preparation.
- Review and discuss revised budget for ongoing projects with PI Themes
and/or from Country Offices assigned. - Ensure that the grants recover full overheads as per relevant cost
structure. - Provide guidance and ensure the budget figures are correct and the
budget lines follow the donor requirements.
5. Grant Agreements
- Review the financial part and other relevant information of the new
Grant Agreements and Grant agreement amendments.
6. Internal Reporting
- Update the monthly summary of restricted projects with multi-year
budgets and cumulative expenses. - Update the monthly staff time allocation and the three-year staff’s
plan.
7. Special Audit of Restricted Projects
- Execute the selection process of audit firm to appoint the auditor for
special audit of restricted projects as required by donor. - Key resource on providing supporting documents and queries from the
external auditors during the audit process. - Review the preliminary draft audit report received from the auditor.
- Review partner audit report in relation to project requirement.
8. Daily and Monthly Operations
- Monitor donor receivables and payables. Assist in ensuring that
receivables are collected. Review donor payables and remind project leaders if
there is slow spending. Provide explanation on the monthly summary of donor
receivables and payables > USD 50K, prepared by Treasury team. - Identify incoming funds from restricted donors and provide the code to
the Manager of Treasury and Fixed Assets. - Monitor and ensure that staff time allocation are in accordance with
the budget and the time sheets are recorded/adjusted appropriately. - Collect timesheets from respective staff involved in the project that
required timesheets as mandatory supporting documents.
9. Restricted Grants Partners Financial
Management Monitoring
1.
2.
3.
- Review project partner’s agreement and budget in collaboration with
PMU. - Monitor financial compliance for restricted grants partners of assigned
grants and ensure partners spend within their budgets 10. Perform other tasks
assigned from time to time by the Senior Finance Officer – Grants, Finance
Manager – Grants, Team Leader – Finance, and Director – Corporate Services and
are following the laid down donor and/or CIFOR-ICRAF financial procedures and
regulations. - Analyze restricted grants partner expenses and provide feedback of
analysis to the project leaders and managers on expenditure trends and areas
with significant over- or under spending. - Review the financial reports submitted by the partners, monitor partner
balances, and collect any unused funds.
10. Perform other tasks assigned from time to time by the Senior
Finance Officer – Grants, Finance Manager – Grants, Team Leader – Finance, and
Director – Corporate Services.
Education, knowledge and experience
• University education in accounting with at least 5 years of relevant experience
• Experience in financial and accounting services
• Experience in project or cost accounting
• Fluent in written and spoken English.
• Experience with an ERP, familiarity with Agresso Unit 4 and Vision XL is an advantage.
• Strong computer skills in word processing, database, and other relevant office applications.
Terms and conditions
• This is a Locally Recruited Staff (LRS) position. CIFOR-ICRAF offers competitive remuneration in local currency, commensurate with skills and experience.
• The appointment will be for 1 (one) year with the possibility of extension contingent upon performance, continued relevance of the position and available resources.
• The duty station will be in Bogor, Indonesia.
To apply, please visit our career site at:
To learn more about CIFOR-ICRAF, please visit our websites at:
CIFOR-ICRAF promotes Gender Diversity – Applications from women professionals are encouraged.
CIFOR-ICRAF is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity.
