Head Of Programme Finance And Administration Promoting Women And Girls' Education In Southeast Asia

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.

We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.

Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.

Role Purpose

The British Council is seeking to recruit a Head of Programme Finance and Administration for a new programme for the Association of Southeast Asian Nations (ASEAN) ‘Promoting Women and Girls’ Education in Southeast Asia’, funded by the United Kingdom’s Foreign, Commonwealth & Development Office.

The postholder will support implementation of the programme from inception to implementation and will work closely with and support the Senior Programme Manager.

Main Accountabilities But Not Limited To The Following

The Head of Programme Finance and Administration is accountable for successful financial management of ‘Promoting Women and Girls’ Education in Southeast Asia’, a programme funded by the United Kingdom’s Foreign, Commonwealth & Development Office.

S/he is responsible for overseeing and managing all administrative and financial aspects of the project including financial planning, reporting and analysis for the British Council. This includes, but is not limited to, planning and budgeting, forecasting, financial control, development of financial protocols, procurement, financial risk management, cash flow forecasts, audit management, tax liaison, managing office costs, and client invoicing in accordance with both FCDO requirements and British Council corporate standards.

The specific duties comprise, but are not limited to, the following:

Financial planning and management

• Ensure due diligence carried out prior to signature of all contracts, in accordance with British Council requirements.
• Work with British Council, client, programme team and auditors to ensure regular internal and external audits are completed satisfactorily. Ensure audit requirements are considered in day-to-day project delivery and audit trail is visible, transparent and maintained by all members of the team.
• Ensure senior management alerted to any financial irregularities within the project office and/or any irregularities arising from disbursement to third parties. Ensure effective use of resources and that all activity is within allocated budget and is financially compliant (both corporate and according to the head contract), cost effective, delivers value for money and meets British Council and client requirements.
• Lead on financial planning, (re)forecasting, cash flow, reporting and analysis; and work with the Programme team to ensure comprehensive and accurate, timely and complete financial management of the project budget on SAP meeting British Council standards and compliance.
• Prepare annual financial report to be submitted to the European Union and ensure its approval.
• Work with Senior Programme Manager to identify and report risks and issues.
• Oversee reconciliation of all programme income & expenditure, providing appropriate analysis and commentary on any variances, with associated suggestions / strategies for mitigation.
• Maintain contract budget monitoring tool to enable accurate monitoring and reconciliation, provide commercial forecasts and respond to British Council and client requests for information.
• Support monthly management control checks.
• Manage the procurement of internal and external resources for specific activities and services, ensuring British Council procurement and Client standards and guidelines are followed.
• Ensure necessary tax deductions are made and timely deposited at the concerned authority while making payments, liaising with British Council local office and UK tax team on any tax related issues.
• Manage any financial modifications of the contract budget working with the country and regional team and the costing and pricing model.
• Prepare necessary budget variations and ensure necessary approvals are obtained.
• Provide training, support and advice to the team on all finance related issues and tasks.
• Proactively ensure SAP master data is kept up to date and is fit for purpose.
• Produce monthly financial reports, manage budget checks, correct errors in postings, accruals and journals on SAP to ensure accurate data is maintained against the financial year plan.
• Prepare invoices to client, manage client payments and reconcile income received to the project budget on SAP, and work closely with Regional Contract Finance Lead
• Prepare monthly payroll and reconciliation for the project team and work closely with British Council Finance to sign-off the payroll by country director.

Grant financial management

• Work with the Senior Programme Manager and Grants team to manage and review contracts for grants, consultants, and other work to ensure payments are made on the basis of agreed payment schedules and requisite documents submitted.
• Work collaboratively with Grants Team, Senior Management and British Council to maintain effective grant fund operating procedures and standards of financial management for disbursement of grants.
• Monitor and identify operational or financial risks for the programme management and recommend actions to mitigate the risk. Participate in regular risk reviews.
• Review and evaluate financial proposals of grantees and provide feedback and recommendations to the Grants team.
• Arrange/carry out due diligence checks/assessments of institutions / organisations of potential grant recipients are undertaken to assess their operational, legal/ on partner organisation’s financial status, financial management processes, procedures, capabilities, and control.
• Liaise with grantees to ensure contracts & amendment requests are in line with agreed and realistic budget, activity and outcome expectations.
• Monitor and evaluate financial systems used by both programme and grant recipients, incorporating feedback, and adapting as appropriate to ensure effective project completion whilst maintaining financial standards.
• Capacity building on financial management: provide guidance to applicants and grant recipients on financial templates and financial management. Respond to queries providing clear written advice.

Administration management

• Oversee programme closure, financial reconciliations, retention of all records and disposal of assets.
• Responsible for petty cash, cash payments and office finances. Review and secure approval for payment requests and advances, and ensure they are made to grant recipients, consultants and other vendors in a timely and accurate manner.
• Contribute to key regular forums as per the agreed teamwork plan and supporting.
• Ensure guidance is provided to all staff across a range of policies (e.g. Anti-fraud, Code of Conduct, travel, leave & TOIL (Time off in lieu) etc.), in accordance with British Council standards.
• Oversee recruitment process for staff/consultants ensuring that contracted days under the head contract are not exceeded.
• Manage financial procedures and payments on contracts with partners, suppliers/vendors, consultants as agreed with Team Leader and Programme Manager
• Review and maintain contracts in line with templates provided by British Council and head contract with the Client.
• For staff that are directly line managed, ensure they deliver key outputs as per their roles & responsibilities, in line with the agreed teamwork plan.
• If required, ensure office premises, equipment & vehicles are all well-maintained, secure, and appropriately documented. Facilitate and ensure physical inventory checks are carried out on quarterly basis, maintain guidance manual of all office policies, ensure logistical and administrative support is provided to the programme team for all events efficiently, within budget, on time and with all necessary documentation in place.
• Ensure conflict of interest and gifts register, leave records and timesheets are maintained regularly.

Role Specific Knowledge And Experience

• Work experience leading financial management on donor-funded programmes (preferably FCDO). Management experience and ability to manage and work effectively with team of professional colleagues.
• Excellent financial knowledge and understanding of grant disbursement mechanisms. Knowledge of tax regimes, CSO financing including local approvals and regulations requirements, foreign donations rules and regulations, government requirements for visa, customs etc.
• Experience of managing risks
• Experience of managing people
• Proven experience of contract and procurement management including selection, contracting and performance management.
• Experience of client management, partner management and/or contract management.

Further Information

Pay Band: 7

Contract Type: Fixed Term Contract until 31 March 2025

Location: Jakarta, Indonesia

Requirements

• Condition of Employment:
• C1 English
• Professional qualification in finance and/or accounting (e.g. CA, ACCA, CIMA, CIPFA, etc.) or equivalent
• Role could require some domestic and international travel as required by the programme and some out of hours and evening work responding to or driven by programme/portfolio needs.

Local Direct Hire

Applications are welcomed from candidates currently in this location with a natural right to work.

Applications are also welcomed from candidates currently based in other British Council country offices. However, please note candidates must have a natural right to work in the country, on a permanent basis, as immigration clearance and/or on-going visa support is not provided by the British Council for this role. Relocation support is also not provided.

Closing Date: Monday, 21 August 2023- 23:59 Philippine Time (GMT +8)

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Equality , Diversity, and Inclusion (EDI) Statement

The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.

The British Council is committed to safeguarding children, young people and adults who we work with.

We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.

If you have any problems with your application please email [email protected]

Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ‘ASK HR’ email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.