Position: Finance Officer for US Grants
Location: Jakarta, Indonesia
Reports to: Finance & Grants Manager – USAID Prevent TB
Employment Type : Full-time
Duration : 1 (one) year, renewable
Background
Yayasan Project HOPE(YPH) is a non-profit foundation, registered in the Ministry of Law and Human Rights in 2018, and part of the Global Project HOPE network. As part of the global health and humanitarian relief organization, YPH is providing lasting solutions to health problems with the mission of placing power in the hands of local health workers to save lives across the globe. Besides continuing the ongoing grant programs from several donors, YPH also manages two new grant programs from USAID that were recently obtained. To support the organization's operations and ensure the smooth implementation of YPH programs, support for a system is needed to enhance effectiveness and work efficiency.
Position Summary
The USG's Finance Officer is responsible for managing an organization's financial activities related to cash management, liquidity, and risk. This role involves overseeing the organization's cash flow, optimizing financial resources, and ensuring compliance with YPH's policies and USAID financial regulations, and accurate financial reporting related to treasury operations. S/he works closely with the finance team, banks, and other stakeholders to maintain effective treasury operations and support the organization's financial objectives.
Location: Jakarta, Indonesia
Reports to: Finance & Grants Manager – USAID Prevent TB
Employment Type : Full-time
Duration : 1 (one) year, renewable
Background
Yayasan Project HOPE(YPH) is a non-profit foundation, registered in the Ministry of Law and Human Rights in 2018, and part of the Global Project HOPE network. As part of the global health and humanitarian relief organization, YPH is providing lasting solutions to health problems with the mission of placing power in the hands of local health workers to save lives across the globe. Besides continuing the ongoing grant programs from several donors, YPH also manages two new grant programs from USAID that were recently obtained. To support the organization's operations and ensure the smooth implementation of YPH programs, support for a system is needed to enhance effectiveness and work efficiency.
Position Summary
The USG's Finance Officer is responsible for managing an organization's financial activities related to cash management, liquidity, and risk. This role involves overseeing the organization's cash flow, optimizing financial resources, and ensuring compliance with YPH's policies and USAID financial regulations, and accurate financial reporting related to treasury operations. S/he works closely with the finance team, banks, and other stakeholders to maintain effective treasury operations and support the organization's financial objectives.
Responsibility
1. Cash Management
• Monitor and forecast the organization's cash flow position.
• Manage daily cash balances and cash pooling arrangements.
• Optimize cash utilization and recommend strategies for surplus cash.
• Prepare cash flow forecasts, perform month-end close entries, and manage the processing of inter-company funding.
• Maintain vendors' banking information database up-to-date in QuickBooks and banks (liaise with Logistics and Procurement team) and ensure the database is clean.
• Execute the monthly close process for all cash transactions and accounts.
• Confirm income receive and raise remittance advice to Donors
• Respond to and resolve vendor problems, grievances, and issues relating to payment service.
• Ensure all payment documents are accurate, saved, and uploaded in folder MS. Teams on time.
2. Banking and Financial Transactions
• Oversee banking relationships and execute financial transactions, including wire transfers, deposits, and disbursements.
• Ensure compliance with USAID financial policies and guidelines during financial transactions.
• Make a payment transaction through QuickBooks and Internet Banking.
• Reviews the preliminary and final payment registers for electronic fund transfer.
• Ensure all payment voucher transactions are complete and signed.
• Support the Senior Accountant to develop payment service standards and a calendar of payment issuance by payment type to ensure that service providers, external clients, and stakeholders are aware of the frequency of payment batches.
• Monitors problems or issues with payments, i.e. service requests, and ensures they are investigated and resolved.
• Reviews and certifies petty cash transactions.
3. Fund Management
• Monitor the allocation and utilization of funds for specific projects, grants, or activities.
• Coordinate with program managers to ensure accurate and timely fund disbursement to implementing partners.
4. Bank Relationship Management
• Review and analyze bank service charges report.
• Maintenance of all contractual documents for YPH banking arrangement.
• Managing bank accounts, including updating threshold & authority approval.
• Ensure that appropriate procedures are in place for the update of users in Internet banking who leave or change positions.
5. Reporting
• Prepare monthly Financials reconciliation (Assets: Prepaid, Advance staff, Other Receivable) and liabilities (Vendor Account Payable).
6. Other Tasks
• Ensure appropriate financial controls, processes, procedures, and systems are in place and adhered.
• Support the Senior Accountant in the event of audit exercises.
• Involve in improvement and follow-up finance-related audit actions.
• Perform other related duties as requested by the supervisor
Qualifications
1. Bachelor's degree in finance, accounting, economics, or a related field.
2. Three years of relevant experience in treasury management, cash management, or financial management, preferably in the context of international development projects or organizations.
3. Familiarity with USAID regulations, policies, and reporting requirements related to treasury and cash management is highly desirable.
4. Strong analytical and problem-solving skills to interpret financial data and make informed decisions.
5. Excellent communication skills, both verbal and written, to effectively interact with diverse stakeholders.
6. Ability to work collaboratively in a team environment and build positive working relationships.
7. Meticulous attention to detail to ensure accuracy in financial reporting and compliance.
8. Proficiency in financial software especially in QuickBooks online and Microsoft Office, especially Excel.
9. Attention to detail, accuracy, and the ability to meet deadlines.
10. Strong organizational and multitasking abilities
Application Process
The closing date for application is August 9, 2023. This position is designated for Indonesian citizens only. Interested candidates shall submit their application letter and CV (as attachment) to recruitment.yph@gmail.com by quoting FO USG in the subject line. Only short listed candidates will be notified for interviews.
Code of Conduct
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Ethical Code of Conduct, and Anti Bribery and Corruption which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.
1. Cash Management
• Monitor and forecast the organization's cash flow position.
• Manage daily cash balances and cash pooling arrangements.
• Optimize cash utilization and recommend strategies for surplus cash.
• Prepare cash flow forecasts, perform month-end close entries, and manage the processing of inter-company funding.
• Maintain vendors' banking information database up-to-date in QuickBooks and banks (liaise with Logistics and Procurement team) and ensure the database is clean.
• Execute the monthly close process for all cash transactions and accounts.
• Confirm income receive and raise remittance advice to Donors
• Respond to and resolve vendor problems, grievances, and issues relating to payment service.
• Ensure all payment documents are accurate, saved, and uploaded in folder MS. Teams on time.
2. Banking and Financial Transactions
• Oversee banking relationships and execute financial transactions, including wire transfers, deposits, and disbursements.
• Ensure compliance with USAID financial policies and guidelines during financial transactions.
• Make a payment transaction through QuickBooks and Internet Banking.
• Reviews the preliminary and final payment registers for electronic fund transfer.
• Ensure all payment voucher transactions are complete and signed.
• Support the Senior Accountant to develop payment service standards and a calendar of payment issuance by payment type to ensure that service providers, external clients, and stakeholders are aware of the frequency of payment batches.
• Monitors problems or issues with payments, i.e. service requests, and ensures they are investigated and resolved.
• Reviews and certifies petty cash transactions.
3. Fund Management
• Monitor the allocation and utilization of funds for specific projects, grants, or activities.
• Coordinate with program managers to ensure accurate and timely fund disbursement to implementing partners.
4. Bank Relationship Management
• Review and analyze bank service charges report.
• Maintenance of all contractual documents for YPH banking arrangement.
• Managing bank accounts, including updating threshold & authority approval.
• Ensure that appropriate procedures are in place for the update of users in Internet banking who leave or change positions.
5. Reporting
• Prepare monthly Financials reconciliation (Assets: Prepaid, Advance staff, Other Receivable) and liabilities (Vendor Account Payable).
6. Other Tasks
• Ensure appropriate financial controls, processes, procedures, and systems are in place and adhered.
• Support the Senior Accountant in the event of audit exercises.
• Involve in improvement and follow-up finance-related audit actions.
• Perform other related duties as requested by the supervisor
Qualifications
1. Bachelor's degree in finance, accounting, economics, or a related field.
2. Three years of relevant experience in treasury management, cash management, or financial management, preferably in the context of international development projects or organizations.
3. Familiarity with USAID regulations, policies, and reporting requirements related to treasury and cash management is highly desirable.
4. Strong analytical and problem-solving skills to interpret financial data and make informed decisions.
5. Excellent communication skills, both verbal and written, to effectively interact with diverse stakeholders.
6. Ability to work collaboratively in a team environment and build positive working relationships.
7. Meticulous attention to detail to ensure accuracy in financial reporting and compliance.
8. Proficiency in financial software especially in QuickBooks online and Microsoft Office, especially Excel.
9. Attention to detail, accuracy, and the ability to meet deadlines.
10. Strong organizational and multitasking abilities
Application Process
The closing date for application is August 9, 2023. This position is designated for Indonesian citizens only. Interested candidates shall submit their application letter and CV (as attachment) to recruitment.yph@gmail.com by quoting FO USG in the subject line. Only short listed candidates will be notified for interviews.
Code of Conduct
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Ethical Code of Conduct, and Anti Bribery and Corruption which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.
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