Finance Officer – Grants

Based in Bogor, the Finance Officer – Grants acts as the financial steward for a portfolio of restricted, donor-funded projects. Day to day, this means tracking budgets, verifying expenditures, overseeing partner finances, and preparing accurate reports for donors and internal stakeholders. The role is critical to maintaining donor confidence and ensuring that every dollar is spent in line with grant agreements, with records that stand up to audit and support the organization's research and development mission.

Key Responsibilities

• Grant financial oversight: Manage the full financial cycle of restricted grants, from initial budget review and expenditure verification to partner monitoring, reconciliation, and final reporting. Guide the Finance Assistant and ensure all financial activities adhere to internal policies and donor regulations.
• Budget monitoring and control: Keep precise records of project financial documentation. Work with Principal Investigators, project teams, implementing partners, and donors to clarify financial matters, track budget performance, and verify that expenditures comply with approved budgets. Coordinate with the Program Management Unit on Letters of Agreement, project start-up, budget updates, and tracking in MyTree.
• Budget planning and amendments: Assist PIs in preparing annual and rolling budgets. Review staff-time allocations and update the OCS Planner. Help project teams plan costs based on available funding, and verify that annual budgets for assigned grants are accurate and aligned with funding. Support budget development for new projects and grant amendments, ensuring full cost recovery and proper overhead allocation.
• Donor financial reporting: Prepare financial reports, invoices, and payment requests that meet grant agreement terms and CIFOR-ICRAF standards. Submit reports through MyTree, review country office submissions before approval, and address donor queries and feedback promptly.
• Grant agreement review: Examine the financial provisions of new and amended grant agreements — including budgets, reporting schedules, payment terms, audit requirements, eligible costs, and foreign exchange clauses — to confirm clarity, accuracy, operational feasibility, and compliance.
• Internal reporting, monitoring, and audit support: Produce monthly summaries of restricted projects with multi-year budgets and cumulative expenditures. Report staff-cost forecasts and allocations. Monitor donor receivables and payables (reviewing significant balances over USD 50,000), inform PIs of monthly spending rates, follow up on low spending, and ensure timesheet recording is accurate. Coordinate with the supervisor to engage external auditors, provide documentation, respond to audit queries, and review draft audit reports and partner audit reports.
• Implementing partner financial management: Review partner Letters of Agreement and budgets with the Grants Management Unit. Monitor partner compliance with donor and CIFOR-ICRAF financial requirements, analyze expenditure trends and variances, review partner financial reports, track balances, and ensure collection of unused funds.
• Compliance and additional duties: Proactively identify and mitigate financial risks. Follow all donor regulations and internal policies. Comply with occupational health and safety