Grants and Finance Coordinator

  • Jakarta
  • World Resources Institute
Job Description Grants and Finance Coordinator will be expected to provide significant support to the Operations team in streamlining current practices and identifying innovative solutions to the Grants & Finance requirements of the Indonesia office. It is expected that this individual would be willing to manage routine processes to ensure the smooth functioning of Grants and Finance with a high level of engagement and attention to detail. In this position, you will be responsible for Grants management related to Salesforce and Cognos documentation, subgrantees administration process and Finance operations especially for the grants & Finance unit works. Your other duties may include communications support, reviewing internal work plans, and other appropriate duties as assigned. The Grant and Finance Coordinator will report directly to the Grants and Finance Manager and work closely with WRI Indonesia Project Manager, Project Operations Specialist and may regularly work with Grants and Contract Department of WRI Global Office, to ensure that WRI Indonesia is able to manage grants efficiently and transparently in compliance with funder regulations. The post holder will be based in Jakarta office, Indonesia. What You Will Do: Grant and Subgrant Management : Grant Management : Update Salesforce for new opportunity and in coordination with the Project Operations Specialist to gather proposal and budget. Review Grant and Subgrant documents completeness in SharePoint and remind the Project Operation Specialist to upload the project documents to SharePoint. Setup project reports due reminder in the system i.e., Salesforce, Smartsheet. Actively support Grant and Finance Manager to review the report of Quarterly Review with WRI Global. Actively support Grant and Finance Manager to review grant agreement coming from the donor. Maintain Cognos reports relates to the projects such as Cash due from funder, Project deficit, Labor Report, Grant Status Report, etc. Support Grant and Finance Manager to review project financial reports. Subgrant Management: In coordination with Project Operations Specialist to review sub-grantee proposal budget. As a Selection and Screening team member for the new sub-grantee applicant including conducting due diligence and assess risk level of the subgrantee, provide feedback for mitigation plan. Review draft of sub-grant agreement and contract to ensure that it has covered all donor and organization requirement and necessary follow-up to complete the agreement on time. She/he will also be responsible to maintain the sub-grant agreements and contracts with partners and contractors. Upload the subgrant agreement to SharePoint. Monitor Subgrantee to ensure the timely and accurate submission of progress and financial reports Review and analyst Subgrantee financial report including Request for Payment to ensure incompliance with the agreement, donor and organization regulation and pass it to Accounting for payment and notify Project Operations Specialist and Subgrantee of the payment. Conduct financial training to the sub-grantee to introduce organization financial system, help them to understand and meet sub-grant and contract requirements, if needed. Tracking and evaluate contract deliverables to ensure that they are submitted within the period of performance and coordinate the submission of invoices Maintain Sub-grantee database. Finance Operations : Actively support Grant and Finance Manager on the Indirect budget and reporting. This task includes: Work closely with Office Manager to update indirect budget every month. Ensure facilities and administration related contract to update in TM1 Work with HR to update fringe in TM1. Asist Grant and Finance Manager on indirect cost report preparation to be submitted to Management Team / Head of Operations. Provide the analysist and feedback on the performance of the indirect cost and options to avoid over/under recovery. Review accruals document for completeness and compliance before it recorded to the Costpoint. Provide support to Grant and Finance Manager on the Project audit. Assist Grant and Finance Manager to track Request for Payment or billing to donors including identify incoming fund from donor. What You Will Need: Education: Bachelor’s Degree in related field is required, legal education background is preferable. Experiences: A minimum of 5 years working experience in financial management and administration, preferably in a non-profit setting. Skills and Abilities: The position requires a detail-oriented, highly organized individual with experience and interest in program operations, grant compliance, financial management, and budgeting Must be adaptable to rapidly changing priorities and have the ability to manage multiple projects with varying deadlines Attention to deadlines, particularly about grant compliance and monitoring sub-grantees and contractors Patience and perseverance in understanding and explaining issues to partners and contractors Strong process orientation with sensitivity to quality Experience in planning and budgeting processes for a large grant from multiple donors Excellent communication skills, including the ability to work well in a team Ability to travel when needed Extended ability to work on Microsoft Excel; Office 365 experience is a plus A self-motivated, smart, detail oriented and highly organized individual