Project Finance Officer Jobs

Role purpose

Project Finance Officer’s role is to provide timely, accurate financial information and ensure Grants expenditures are in line with FAD/donor requirements. The role’s support is to the Humanitarian and resilient Programs.

Dimensions of the Role

• Technically coordinate the work of financial management for the project partners and provide technical advices for financial management related issues facing project finance personnel.
• Provide support services to project team in finance and administration tasks in day-to-day basis.
• Abide by the Humanitarian Ethics and principles, including Core Humanitarian Standards, Do No Harm, and Code of Conduct, and committed to comply with Plan International’s Global Policy on Safeguarding Children and Young People.
• Report to the Senior Finance Coordinator HRP.

Accountabilities

Financial Management

• Ensure that transactions are properly coded, and if applicable, expense allocations are properly made.
• Review and checks accuracy of payment requests against approved budget lines and docs completeness.
• Process and facilitates all payments or fund transfers for the project.
• Undertake basic financial analysis (i.e. budget variance) to support project information needs.
• Ensure proper filing (electronic and hard copy) of grants financial reports are kept secure in field office and CO.
• Ensure that YPII funds are utilized and accounted for based on generally accepted accounting principles and YPII standards.
• Work with Program Manager, Grants Accountant and appropriate CO staff and/relevant field staff in the development of forecast for projects.
• Ensure that expenditures are authorized, approved, and supported by adequate documentation.
• Follows-up acquittal or liquidation of advances and ensures no advances are given unless the previous advance is acquitted/ liquidated.

Partner Management

• Produces monthly financial report of partners’, which comprises of spend and fund transfer status, and discusses the same with budget holders to take corrective action if needed.
• Control advance liquidity of Partners and ensuring that daily accounting activities such as invoice payment processes including the maintenance of subsidiary ledgers for advances, deposit, instalment payments and withholding tax is in accordance with YPII’s financial and accounting system.
• Coordinate financial support to the partners in preparing financial reports.
• Undertake timely partnership financial monitoring visit together with program staff and report on findings.
• Financial monitoring as well as track Partners’ compliance requirement.
• File all partnership agreements/MOUs, reports and correspondence for the project/contract in soft and hard copy.
• Prepares regular forecasts of project budget utilization, and monitors the resource allocation and spending of the respective implementing partners.

Administration

• Make budget checks for requisitions, POs and vouchers.
• Ensures that YPII and donor procurement policies are implemented. .
• Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property.
• Coordinates with PSO or Country Office the project office’s needs, and any issues and actions involving HR, Admin and logistics.
• Maintain assets list under custody of YEE Program/Project staffs and prepare asset quarterly report as part of donor’s report.

Other Tasks:

• Maintenance of audit action list responses and tracking of follow up actions from Finance and Admin audits.
• Perform other related duties as requested by the supervisor or Program Manager.
• Ensure appropriate financial controls processes, procedures and systems are in place and adhered to YPII, GOI and Donors regulation.
• Provide financial data during the fieldwork done by internal and external auditor for project under YEE Project.

Safeguarding & PSHEA:

• Review administration and payment documents to comply with Safeguarding Policy principles, such as document risk mitigation analysis, safeguarding document signed by vendor/consultant, budgeting for safeguarding needs in each program activity, etc.
• Carry out Safeguarding principles in every finance and administration work ; put risk assessment and mitigation, informed consent document into check list form
• Committed to building professionalism, a culture of protection, prevention of violence, and the attitude to have the courage to report any form of violence against children and program participants and participate in regular evaluations through the Annual Appraisal related to safeguarding with supervisors
• Completed in face-to-face induction and/or Safeguarding training and refresher training through the Plan Academy platform and promptly recertify.

Technical expertise, skills and knowledge

Essential

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

Desirable

• Strong team-building and motivational skills
• Communication skills, appropriate to the audience
• Analytical thinking
• Ability to work in a multidisciplinary and multicultural environment
• Good training and coaching abilities
• Problem solving

Physical Environment

Typical office environment in Yogyakarta, with frequent travel to project locations.

Level of contact with children

Mid contact: regular interaction with young people (age from 18 – 29)

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English not later than 10 July 2023.

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 practice, positive attitudes and principles of gender equality and inclusion.