Director, Finance and Grants

Yangon, Myanmar
Apply by 29 August 2018
Senior-level , Full-time staff position
Posted on 30 July 2018

Job Description

In an increasingly complex and interconnected world, Asia plays a crucial global role. Would you be excited at the prospect of employing your knowledge and skills to improve lives, expand opportunities, and help societies flourish across this dynamic region?

You could have this opportunity at The Asia Foundation. Informed by six decades of experience and deep local expertise, we address critical issues affecting Asia in the 21st century: governance and law, economic development, women’s empowerment, environment, and regional cooperation. We work with innovative leaders and communities to build effective institutions and advance path-breaking reforms. Together with our partners, we are committed to Asia’s continued development as a peaceful, just, and thriving region of the world.

SUMMARY OF JOB RESPONSIBILITIES

Under the overall management and supervision of the Country Representative, the Finance & Grants Director will be responsible for the implementation of financial and grants management systems, policies, and procedures that are consistent with The Asia Foundation, bilateral, multilateral and private donor guidelines and policies. S/he provides oversight of the Finance & Grants team and provides technical assistance to other Foundation staff and Foundation grantees in Myanmar.

RELATIONSHIPS

Internal:

Day-to-day contact with TAF Myanmar staff, regular contact with San Francisco (HQ) Financial Services, and other country offices when required.

External:

Donors, Asia Foundation grantees, independent contractors, vendors, consultants, banks, insurance companies.

REQUIREMENTS

Experience:

  • A minimum of 5 years in a senior financial management position, with solid experience in in finance, budgeting, accounting and grants management
  • Experience in directly managing staff
  • Experience in working with accounting systems and maintaining financial records
  • Experience in taking decisions at an operational and strategic level
  • Experience working with INGOs and donor-funded projects
  • Experience with developing and updating office finance systems

Education:

A graduate degree in accounting, finance, or business administration or related professional qualification

Expertise and skills:

  • Strong computer skills, particularly in accounting packages and Excel
  • Solid experience with organization-specific online systems
  • Excellent command of both written and spoken English
  • Excellent communication skill, both oral and written
  • Strong interpersonal skills; with working experience in multi-cultural settings
  • Strong mentoring and team building skills
  • Solid planning and organizational skills; problem solving focus and ability to delegate effectively
  • Adaptability, flexibility, ease with multi-tasking and working under pressure

POSITION ACCOUNTABILITIES

Financial and Budget Management:

  • Preparation of the annual operating budget and any subsequent revisions
  • Monitoring operating expenditures against budget and ensuring that the operating budget is not exceeded
  • Developing budget proposals in close coordination with HQ
  • Request project codes from HQ
  • In close coordination with HQ office, preparing quarterly donor reports
  • Checking and approve weekly cash sheets
  • Authorization of operating and program expenditure vouchers for payment, prior to reimbursements
  • Reviewing monthly bank reconciliations
  • Preparing monthly Journal Vouchers
  • Submit weekly fund requests to HQ
  • Oversee petty cash payments and transactions
  • Manage the Foundation’s relationship with the bank
  • Ensure that the Foundation fulfils its obligations in terms of income due and outgoing payments to suppliers, staff, consultants, etc.
  • Monitor travel activities, including maintenance of travel authorization log, collection of travel authorization forms, issuance of travel advances, submission of travel expense reports, review of expense reports, and timely settlement of advances/reimbursements.
  • Initiating appropriate measures to save costs
  • Being the focal point for internal and external audits
  • In coordination with program teams, refining and expanding work planning, financial forecasting, and expenditure tracking tools and processes used by the country office to strengthen project implementation through improved project financial management.

Grant Management:

The position will be responsible for oversight on all tasks associated with the day-to-day management of grant assistance provided by the office, and for ensuring compliance with internal and external regulations governing the provision of that assistance, including:

  • Conducting due diligence, including reviewing financial assessment reports and organizational assessment reports
  • Ensuring systematic and secure filing of grant and financial documents
  • Maintaining sub-recipient/contract database (including all due dates and reporting deadlines)
  • Review of grant documents for compliance with internal and external requirements and program budget allocations, and reviewing of grant documentation
  • Monitoring of sub tasks, payments to grantees and Foundation-managed program activities, in order to ensuring timely payment of advances and amounts due.
  • Review of grantee financial reports for accuracy and completeness, providing advice to the responsible officer on problems encountered; ensuring timely closure of completed grants and Foundation-managed program activities

Grant management duties which require close collaboration with program staff:

  • Support management of the Foundation’s grant assistance, with specific reference to reporting requirements, and monitoring and evaluation
  • Finalizing budgets and financial assistance with grantees
  • Final review of Letters of Agreement drafted by program staff
  • Reviewing and authorizing payment documents to grantees and Foundation-managed program activities, providing verified funding source, project, grant and line numbers
  • Preparation of contracts with consultants and firms for services
  • Reviewing monthly spending projections; grants payable and grant history reports for accuracy and completeness; program budget expenditures including spending against specific funding sources
  • Ensuring effective communication links with grantees, both in writing and by telephone, regarding submission of narrative and financial reports, errors or omissions in grantee reporting, and the processing of payments and advances to grantees
  • Ensuring effective provision of technical assistance and advice to grantees and, when required, to assist them in fulfilling financial reporting requirements; where appropriate, conducting or facilitating the conduct of financial audits of grantee accounts
  • Preparation of funding source documentation and reports, and specifically, providing program expenditure information, including projected expenditures when required, for inclusion in such reports

Timesheet and Payroll:

  • Maintain strict confidentiality in salary-related matters
  • Preparation of bi-weekly payroll and Income Tax Schedules, employee salary slips and letters to the bank for salary transfers payments and ensure timely processing of local salaries to HQ system
  • Manage benefit processing, including medical claims reimbursement, and maintain staff medical insurance enrollment up-to-date with insurance company
  • Monitoring of employee time and leave allocations against budget provisions and HQ reports
  • Analyze time charges of staff and provide advice to staff about compliance with the approved operating budget; recommend budgetary changes as necessary.

Proposal Preparation:

Prepare, review, and cooperate on development of proposal budgets, including program and operating costs and budget/financial narratives.
Ensure compliance with Foundation and donor requirements.
Analyze impact of proposed level of effort for staff on existing funding sources and the approved annual budget

Supervision:

Take full line management responsibility for staff directly managed. Management responsibility will include supervision and delegation of work, training staff, managing performance standards, carrying out appraisals and developing the skills and experience of staff.
Overall responsibility for staff within the Unit, including any staff who may be recruited or assigned to the section from time to time, and ensure the smooth running of the unit.

Other:

Perform any other duties as may be assigned from time to time by the Country Representative, or Deputy Country Representative.

WHY WORK FOR THE ASIA FOUNDATION?

At a critical moment in history, you will have the opportunity to contribute to the development, stability, and growth of the Asia region. You will help promote a more constructive engagement between government and citizens and advance learning and awareness about The Asia Foundation. You will work with and learn from dedicated, smart, and accomplished colleagues and local partners, and, in the process, improve your skills and expertise.

HOW TO APPLY

Applications should be submitted by visiting our website: www.asiafoundation.org and selecting “Careers/Regular Employment.” To be considered, please upload your cover letter, resume, and answer the assessment questions provided. This application closing date will be open until filled.

The Foundation offers excellent benefits and salary commensurate with experience. The Asia Foundation is an equal opportunity employer. Women and people of color are encouraged to apply. No phone calls please.

About the Organization

The Asia Foundation is a nonprofit international development organization committed to improving lives across a dynamic and developing Asia. Informed by six decades of experience and deep local expertise, our work across the region addresses five overarching goals—strengthen governance, empower women, expand economic opportunity, increase environmental resilience, and promote regional cooperation.

Headquartered in San Francisco, The Asia Foundation works through a network of offices in 18 Asian countries and in Washington, DC. Working with public and private partners, the Foundation receives funding from a diverse group of bilateral and multilateral development agencies, foundations, corporations, and individuals. In 2017, we provided $83.7 million in direct program support and distributed textbooks and other educational materials valued at $8.7 million.

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