Program Finance and Compliance Manager - The Asia Foundation

 

JOB ADVERTISEMENT & DESCRIPTION

OPEN TO INTERNAL & EXTERNAL CANDIDATES

 

Title:                           Program Finance and Compliance Manager           

 

Unit:                           Program Finance

 

Reports to:                Deputy Country Representative                  

 

Supervises:               Two/three Program Finance staff              

 

Work Location:          Dili                

 

 

SUMMARY OF POSITION RESPONSIBILITIES

 

Under the direction of the Deputy Country Representative, the Program Finance and Compliance Manager (PFCM) will manage an assigned portfolio of grants/sub-awards from proposal, post award to closeout; ensure full compliance of all grants/sub-awards with TAF and donor regulations; oversee monitoring and financial reporting of partners; oversee grant/sub-award payments; provide training and capacity building to partners; manage project spending projections, donor compliance and financial reporting; manage project external audits and fraud investigations, manage 2 to 3 program finance staff; and coordinate with programs, grants, finance and management teams.

 

RELATIONSHIPS

 

Internal

Daily contact with the Deputy Country Representative, Finance Manager, program finance staff and program staff.  Regular contact with relevant Foundation staff as needed.

 

External

Regular contact with local partners, auditors, and donors as needed.

 

POSITION ACCOUNTABILITIES

 

Sub-awards:

• Provides oversight of the Program Finance Unit.
• Reviews Letters of Grant, Letters of Contract, amendments, and other documentation necessary for program development and implementation.
• Oversees the development of project budgets, partner budgets, and spending projections of grantees.
• Oversees the due diligence and regular monitoring requirements of sub-grants and sub-contracts.
• Ensures compliance with grant management and financial policies and practices of The Asia Foundation and its donors.
• Manages program finances as assigned; reviews regular financial reports from partner organizations; and coordinates implementation and information sharing with other program staff.
• Undertakes field visits, as necessary, to monitor project implementation and meet partner organizations.
• Drafts and/or edits regular reports to the Finance Manager or donors or Foundation senior management, as assigned; supports Timor-Leste office staff in advancing the quality of report writing.

 

Program Finance:

• Contributes to financial monitoring discussion during the Quarterly Program Review meetings
• Prepares the monthly project spending projections and tracks and monitors individual project spending and performance.
• In coordination with Program Finance staff managing the project, prepares the financial reports to donors for review by the Finance Manager.
• Acts as back up and/or assists the Finance Manager in preparing proposal budgets, TAF 225s, and reports.
• Acts as Award Central Manager in charge of uploading project documents to OneTAF’s Award Central and managing the Subaward Management System.

 

Compliance:

• Overall in charge of project external audits, i.e. preparation of financial reports for submission to auditors and coordination and communication with auditors and Headquarters.
• Reviews Donor Award Agreements and ensures compliance by the Foundation to the policies, procedures, and reporting requirements as well as monitoring of reporting deadlines.
• Reviews comparative bid analyses and gives guidance on procurement processes as it relates to TAF policies and procedures (incl. PROMS – Procurement Management System) as well as donor requirements.
• Ensures quality assurance of subawards both during inception and implementation alongside program teams and TAF management team.
• In coordination with the Deputy Country Representative, overall in charge of fraud cases, investigations, and reporting to TAF senior management and donors.

 

Supervision of Staff and Training Responsibilities:

• Direct supervision of program finance staff (currently two/three staff members).
• Participates in staff performance evaluation and planning system and process; identifies opportunities for the professional development of staff in the program finance unit.
• Provides training to program finance staff and partner organizations on policies and procedures of The Asia Foundation and its donors.
• ·Provides training to program, program finance staff and partner organizations in respect of financial management practices, spending projections and other identified financial support needs.
• Promotes knowledge of and adherence with Foundation policies and best practices including, but not limited to, Ethics, Conflict of Interest, Fraud Prevention, Child Protection, and Gender Equality.

 

The Program Finance and Compliance Manger furthermore undertakes any other duties as assigned.

 

 

REQUIREMENTS

 

Education

Degree or qualifications in Accounting/Auditing will be highly regarded. A certified accountant is preferred.

 

Experience

• At least 3 years’ experience in managing a portfolio of grants/sub-awards from proposal, post award to closeout;
• At least 3 years’ experience in monitoring and auditing a portfolio of grants;
• Experience in training grant/sub-award partners;
• Experience in managing and coordinating project audits;
• Experience in preparing and managing spending projections, reporting to donors; and
• Experience in DFAT, EU, MFAT, and USAID grant management preferred.

 

Skills

• Excellent analytical and problem-solving skills;
• Proficiency in English and Tetun;
• Exceptional time management, verbal, and written communication skills;
• Strong attention to details;
• Strong interpersonal and intercultural skills, including ability to work with and manage cross-cultural teams, adaptability to developing-country contexts, and commitment to respect the culture and laws of Timor-Leste.

 

APPLICATIONS

 

Prevention of Sexual Exploitation, Abuse, and Harassment

 

The Asia Foundation has zero tolerance to sexual exploitation, abuse and harassment, harassment based on gender and sexual identity, and the abuse and exploitation of children. All applicants must demonstrate that they are also committed to eliminating such behaviour in the workplace and those we work with.

 

Diversity and Inclusion

The Asia Foundation is committed to a diverse and inclusive workplace. We encourage applicants from diverse backgrounds and experiences to apply. All applicants must be genuinely committed to equality in all forms.

 

Women are strongly encouraged to apply.

 

All applications must include 1) A letter of interest that addresses the selection criteria; 2) An updated CV or résumé; 3) Three contactable referees. Applications must be addressed to the Foundation’s HR Partner Konnekto: Nathaniel Soares (Nathan) – konnekto.services@asiafoundation.org  on or before 31 October, 2021.

 

Only short-listed candidates will be contacted.