Reference number: 2493
Job status: In-progress
Job category: Local Position
Duty station: Bogor, Indonesia and Nairobi, Kenya
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to todayโs most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources. CIFOR-ICRAF is looking for a
Finance Officer - Grants
Overview
The 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 team 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-ICRAFโs policies and procedures.
We are looking for 2 (two) positions to be based in Bogor, Indonesia and Nairobi, Kenya.
Duties and responsibilities
1. Monitor Budget and Actual Expenses of restricted grants.
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 the system, budget update and management in the system and project tracking & closures.
2. Annual Budget and rolling budget updates.
Collaborate with PI on budgets for partnerships, travel, supplies, consultants, publications, and other costs based on the availability of funds of on-going restricted projects.
Review the overall annual budget of grants in assigned teams.
3. Donor Reporting.
Ensure that reports to donors are submitted on time.
Submit draft and final financial reports on the grants management system.
Review donors report 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 revised budgets for On-going Projects.
Review and discuss the revised budget for on-going 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.
6. Internal Reporting.
Update the monthly staff time allocation and the three-year staff plans.
7. Special Audit of Restricted Projects.
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.
Identify incoming funds from restricted donors and provide the code to the Finance Manager โ Grants.
Monitor and ensure that staff time allocation is in accordance with the budget and the time sheets are recorded/adjusted appropriately.
Collect time sheets from the respective staff involved in the project that required timesheets as mandatory supporting documents.
9. Restricted Grants Partners Financial Management Monitoring.
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Monitor financial compliance for restricted grants partners of assigned grants and ensure partners spend within their budgets and are following the laid down donor and/or CIFOR-ICRAF financial procedures and regulations.