Hivos Vacancy : Donor Compliance Officer

Hivos is a Dutch non-governmental organization guided by

humanist values. It aims at structural poverty alleviation with

a strong focus on civil society building and sustainable

economic development. Hivos provides financial support for

local NGO’s, is active in networking, lobbying and exchanging

knowledge and expertise. For its Southeast Asia Regional Office

in Jakarta, Hivos seeks qualified Indonesian candidates for the

position of:

Title : Donor Compliance Officer

Duty Station : Jakarta, Indonesia

Duration : One year with possibility of extension

Report to : Finance Controller

Functional context

The Donor Compliance Officer provides financial and accounting

support to the Finance Controller and program teams in the

development and execution of programmmes. The Financial Tender

Support and Compliance Officer advises the Coordinator/Senior

Business Development Officer; Business Development Officer;

Finance Controller and Finance Officer on developing budgets

and financial accounts and other records for projects in

accordance with donor requirements.

The Donor Compliance Officer works with the Finance Controller,

who is in charge of the overall controls. S/he also interacts

with the Finance Officer, who supports programme and project

teams in both the resource mobilisation process and the result

delivery process and the financial project accounting. Contact

with management is probable, as the main task concern

compliance with donor requirements in terms of budget and

deployment of proposals and contracts (implementation).

Roles and responsibilities:

1. Budgeting and forecasting.
   

a. To learn all related donor’s guidelines before budget

preparation to ensure the capability of Hivos to comply with

requirements.

b. To develop budget to be embedded in project proposal,

together with programme teams, using Hivos’ budget tools and to

ensure that related parties are enabled to work according to

guidelines.

c. To review budget with local partners on a regular basis, to

regularly monitor and document grant expenditures and grant

funded activity to ensure effective grant management and

advancement of programme implementation.

d. To review and communicate grant expiration dates, altered

timeframes, milestones and major changes in budgets and to

prepare adjustment as necessary (including extension of

project, budget amendments, plan change, programme evaluation

etc).

e. To monitor budget allocations, expenditures, fund balances

and related financial activities for the purpose of ensuring

that allocations are accurate and recorded, expenses are within

budget limits and/or fiscal practices are followed.

f. To attend donor meetings and trainings as needed.

g. To participate in meetings, workshops and seminars for the

purpose of conveying and/or gathering information required to

perform functions.

h. To serve as an institutional resource on grant compliance,

participate in the review of new funding opportunities and

provide critical feedback on institutional eligibility and

risk.

1. Compliance.
   

a. To comply with donor and Hivos’ requirements.

b. To ensure that contracts issued by Hivos to local partners

comply with donor and Hivos’ requirements.

c. To establish policies and procedures to ensure compliance

with donor and Hivos’ requirements.

d. To ensure local partners’ project budget and timeframe

according to budget and timeframe approved by donor.

1. Capacity building, in coordination with the Finance
   
   Officer.
   

a. To conduct internal compliance audit to local partners to

ensure the compliance with donor and Hivos’ requirements.

b. To ensure that Hivos internal teams and its partners

understand the requirements of donor and Hivos.

c. To strengthen financial management capacities of partner

organisations to ensure accuracy, transparency and

accountability, this including developing, maintaining and

training staff in the proper application of time-keeping, data

collection and management.

d. To conduct field visits as necessary.

1. Grant administration.
   

a. To ensure accurately and timely preparation of grant

billings.

b. To create and maintain appropriate spreadsheets and

documentation required by donors, and by Hivos such as due

dates, timesheets, etc.

c. To maintain a variety of manual and electronic fiscal

information, files and records (i.e. accounts payable, accounts

receivable, contracts, etc) for the purpose of providing an

up-to-date reference and audit trail.

Knowledge, experiences and competencies

· Minimum 5 year experience with multi donors (EU, AUSAID,

USAID, etc) budget development and monitoring.

· Proven track record in handling multi donors financial

administration.

· Knowledge of basic fundraising techniques and strategies.

· Knowledge of accounting sufficient to prepare detailed

financial and budgetary analysis or budgetary problems.

· Demonstrated analytical skills that allow for interpretation

of budgetary, financial and related management information.

· Excellent writing skills in English.

· Strong organizational skills to work independently and to

prioritize a heavy work load and excellent interpersonal skills

to work cooperatively with persons at all levels in the

organization.

· Attention to detail with a high degree of accuracy.

· Ability to exercise good judgment and discretion, especially

with regards to sensitive or confidential personnel or

organizational matters.

· Excellent computer skills and experience using spreadsheets,

charting and other software tools, such as MS word, Excel,

Powerpoint and Outlook.

What do we offer?

An inspiring and dynamic working environment, dedicated

colleagues and the possibility to work for an ambitious new

international initiative.