Business Analyst and Administration Officer

Location: Jakarta, Indonesia

LOE: 100% (Full-Time)

Type of contract: One year

Start Date: ASAP

ABOUT INTERNEWS:

Internews works to ensure access to trusted, quality news and information that empowers people to have a voice in their future and to live healthy, secure, and rewarding lives. We envision a world where everyone can communicate freely with anyone, anywhere, and exchange the news and information they need to shape their communities and the world.

For 35 years and in more than 100 countries, we have worked with our local partners to build hundreds of sustainable organizations, strengthened the capacity of thousands of media professionals, human rights activists, and information entrepreneurs, and reached millions of people with quality, local information, improving lives and building lasting change. On issues ranging from health and the environment to conflict and governance, Internews has developed approaches that harness the power of media and information to create positive change.

Internews is an international NGO with administrative centres in California, Washington DC, London, and Paris as well as regional hubs in Bangkok, Kyiv, and Nairobi. Formed in 1982, Internews currently has offices in Africa, Asia, Europe, the Middle East, Latin America and North America.

GENERAL FUNCTION:

The Business Analyst and Administration Officer will work with the Asia Programme Management Unit (PMU) and will provide the highest standards of financial and administrative support to Asia Programmes. Duties of the Business Officer will include the financial administration of current projects, oversight of project budgets and partner spending, facilitation of payment requests and other financial and administrative duties that may be required during this period. The Business Officer will report to the London-based Programme Officer, and will work closely with the Programme Finance Analyst, as well as staff in Bangkok, Thailand, to provide timely and quality support to programmes as required.

KEY RESPONSIBILITIES

Financial administration of Internews’s projects: review project expenditure and ensuring correctness of coding; manage cash-flow to ensure the availability of project funds at various Internews’ offices; work with Programme Finance Analysts (PFAs) to prepare financial reports for donors, prepare notes for financial reports, and ensure that costs are reported in compliance with donor requirements.
Budget oversight: review budget-versus-actuals and facilitating the forecasting in line with project activities; supporting project directors to produce accurate financial forecasts in accordance with financial reporting cycles and flags significant variances at corporate level; support partners with budget planning; align internal templates to donor formats for effective monitoring and reporting; monitor HQ spend and working with PFAs to ensure adequate burn-rates; monitor project activities to address compliance issues early on; supports country teams in ensuring timely submission of donor deliverables and reports; advise country offices and the Programme Officer and Business Manager about budgetary parameters within their portfolio to help ensure business continuity at the country level; track progress on co‐financing liabilities, highlighting any relevant issues, and providing clarifications on rules and regulations related to co‐financing.
Budget development: work closely with Programme Officer and country offices to develop budgets for new proposals; coordinate with the Asia Business Manager on the development of co-financing approaches and plans for opportunities with the European Commission and other European donors.
Sub-grants: support Internews’ partners to prepare budgets under sub-grant agreements; review financial reports from partners when required and coordinating corrections.
Payments and administration: coordinate payment requests to London, including reviews, confirmations, and follow-ups; monitor donor income and preparation of requests for disbursements for donors; review and verification of bills to London HQ from suppliers and Internews’ accounting department in California.
Capacity building: support Asia Program Officer in developing and sustaining training and mentoring for country teams on organizational and donor compliance.
Knowledge management: Design, manage and maintain electronic and paper filing systems; maintain contact and communication with project partners and donors; maintain databases of relevant donors, consultants and partners on Internews’ various knowledge management sites.
Other tasks: participate in project audits carried out at the HQ as required by the London finance controls team; other financial and administrative may be assigned as required, including the preparation of requests for Personal Service Contracts.