Director, Finance & Grants, Malaysia

Location: Malaysia
Deadline: December 23, 2021

The Asia Foundation’s Malaysia office is seeking to recruit a qualified and motivated Malaysian National for the director for Finance & Grants position based in Kuala Lumpur.

Under the overall management and supervision of the country representative in Malaysia, the director is responsible for the implementation of financial and grants management systems, policies, and procedures that are consistent with The Asia Foundation policies and practices as well as its bilateral, multilateral and private donor guidelines and policies. S/he provides oversight of the Finance & Grants team and provide technical assistance to Foundation program staff and grantees. For the growth of the Malaysia project portfolio, s/he supports new and ongoing program activities with; subgrant management; robust budget development and control; and financial analysis, reporting, planning, and management. Other responsibilities include accounting functions such payments, banking system management, travel and staff advances; as well as annual budgeting, local payroll and benefits and provision of necessary guidance to Foundation staff in line financial management systems and policies. The position also has an indirect reporting relationship with the executive vice president, Finance team, and chief financial officer in the Foundation’s San Francisco headquarters.

Relationships

  • Day-to-day contact with Asia Foundation Malaysia staff, regular contact with San Francisco Finance team, and other country offices when required.
  • Contact with Asia Foundation grantees, independent contractors, vendors, consultants, and banks.

Requirements

  • A minimum of 5 years in a senior financial management position, with solid experience in Finance, Budgeting, Accounting and Grants Management; graduate degree in Accounting, Finance, or Business
  • Administration or related professional qualification.
  • Work with accounting systems and maintaining financial records.
  • Decision making at an operational and strategic level.
  • Work with INGOs and donor-funded projects e.g. Australia DFAT, USG, private sector.
  • Program budget management and budget development for proposals.
  • Strong computer skills, particularly in QuickBooks and Excel.
  • Solid experience with organization-specific online systems.
  • Excellent command of both written and spoken English.
  • Excellent communication skills, both oral and written.
  • Strong interpersonal skills; with working experience in multi-cultural settings.
  • Solid planning and organizational skills; problem solving focus and ability to work independently across a range of tasks.
  • Adaptability, flexibility, ease with multi-tasking and working under pressure.

Responsibilities

Financial management and budget control

  • Ensure that financial policies and procedure are developed and maintained in accordance with Foundation and donor rules and regulations to strengthen effective financial control.
  • Prepare information as needed to provide the country representative with a financial overview to support effective decision-making.
  • Control accounting systems to monitor the budget and actual expenditures against all funding sources.
  • Ensure that expenditures are within budget and in compliance with commitments made in grants and work plans.
  • Ensure proper allocation of expenses to all Foundation/Malaysia programs.
  • Ensure that adequate systems are implemented to control funds and assets.
  • Prepare reports and information required by headquarters and funders and inform headquarters of any discrepancies between field office and headquarters records.
  • Monitor cash flow to ensure that an appropriate level of cash is maintained in the bank and in petty cash.
  • Ensure proper documentation and accuracy of all transactions.
  • Maintain required records for accounting and funding source management.
  • Maintain comprehensive, complete, and effective filing system of donor-supported programs.
  • Ensure safe custody of checks, vouchers, receipts, other financial documents, cash, and payroll.
  • Supervise and train finance staff and train program staff in proper finance management procedures.

Accounting

  • Manage preparation of weekly QuickBooks batch, check cash sheets to ensure proper inclusion of payments and receipts and submit on timely basis to headquarters.
  • Ensure accuracy, completeness and reliability of supporting documentation for payment vouchers.
  • Ensure comprehensive, complete, and effective filing system of payment-related documents.
  • Ensure timely payment of invoices, including monthly routine billings; verify eligibility for payment.
  • Ensure timely deposit of cash and checks.
  • Prepare bank reconciliation and submit to headquarters on regular and timely basis.
  • Conduct regular counting of petty cash and document findings.
  • Certify payment vouchers prior to approval by country representative or other authorized officer(s).

Program and operating budget

  • Prepare annual operating and program budget in cooperation with the country representative; monitor budget; analyze budget variations and recommend necessary changes to the country
  • Prepare annual operating and program budget in cooperation with the country representative; monitor budget; analyze budget variations and recommend necessary changes to the country representative; prepare necessary documents for amendments.
  • Ensure accurate and timely preparation of the annual operating, program, and capital outlay budget, for submission to headquarters on the specified schedule.
  • Monitor operating expenditure on a continuous basis to facilitate quarterly budget revisions and projections; advise country representative of any significant issues; prepare documents for budget revisions as necessary.
  • Review and monitor monthly financial reports and update country representative on significant variances from approved program budgets or other issues.
  • Prepare monthly spending projections and work with program staff to ensure that grant spending meets targets.
  • Analyze budget variances and prepare explanations for headquarters.
  • Analyze time charges of staff and provide advice to staff about compliance with the approved operating budget; recommend budgetary changes as necessary.
  • Prepare year-end schedules and submit to headquarters per the specified schedule.

Payroll

  • Collect data for salary preparation and process salaries and other compensation on a timely basis.
  • Prepare payroll reports and summary and submit required documents to headquarters on a timely basis.
  • Prepare and distribute monthly salaries.
  • Submit and process payroll information to headquarters on the required schedule.
  • Maintain strict confidentiality in salary-related matters.
  • Ensure timely payment of annual bonuses.
  • Review payroll variances for dollar-level and hours and advise country representative.
  • Manage benefit processing, including medical claims reimbursement, as applicable.
  • Maintain accurate project and charge string listings for timesheets; update every fiscal year.

Proposal preparation

  • Prepare, review, and cooperate on development of proposal budgets, including program and operating costs and budget/financial narratives.
  • Provide local staff payroll information for proposals.
  • Ensure compliance with Foundation and donor requirements.
  • Analyze impact of proposed billable hours for staff on existing funding sources and the approved annual budget.

Subawards grant administration

  • Request that prospective partner complete the Organization Assessment Form (OAF) and request they submit the relevant documents (such as statutory documents with Malaysia Company Act).
  • Perform terrorist and SAM excluded party searches on partners’ Boards of Trustees, directors, and key management.
  • Prepare Organization Assessment Report based on the OAF, relevant documents acquired and the searches.
  • Perform and prepare the sub recipient Financial Capacity Assessment by coordinating a site visit to the grantee or partner’s office and assess their program and finance department capabilities in managing program funds.
  • Review contents of draft subaward upon satisfactory completion of due diligence procedures.
  • Register subawards and program tasks/sub tasks with headquarters.
  • Monitor and confirm reports to obligate and de obligate projects task and sub tasks with headquarters.
  • Assist program in review of subaward financial reports (based whether the contract is cost reimbursement or fixed price).
  • Provide training to partners particularly their finance staff on how to maintain the projects vouchers and document transactions in their financial system.
  • Check payment vouchers by grantees on specific projects as internal control on project expenditure.
  • Coordinate with programs on the timing for actual monitoring visits on projects.
  • Coordinate with the partners to keep all grant documents during the retention period.
  • Provide necessary updates on spending projections to programs on respective projects.

Award Central manager

  • Keep HQ subaward database up to date including program financial reports, narrative reports, program billing/invoices for US Government and specific financial reports for the respective program document sets.
  • Request and add new single project awards, request project numbers and upload award documents.

Travel and other advances

  • Oversee advance and settlement process, ensuring timely settlement of advances after review and approval of employee expense reports.
  • Based on reports and other documentation, prepare invoices for collection of reimbursements and other payments from staff to ensure timely settlement of advances and maintain receipt system.
  • Maintain procedures for issuance of travel advances, submission of travel expense reports, review of expense reports, and timely settlement of advances/reimbursements.

Other

  • In consultation with the country representative, coordinate with external/internal auditors regarding audits.
  • Provide guidance and as needed to Foundation staff in procedures and compliance with specific Foundation and donor policies.
  • Other duties as assigned by the country representative.

Why work at The Asia Foundation?

You will have the opportunity to contribute to development in Malaysia and, more broadly, to the development, stability, and growth of the dynamic Asian region with a focus on strengthening entrepreneurship, international development cooperation, and international competitiveness; providing opportunities for women and girls; improving security in vulnerable regions; and engaging young Malaysians to improve skills and resilience to succeed in the new economy. In Malaysia, other Asian countries, and with headquarters, you will work with and learn from dedicated, smart, and accomplished colleagues, program partners, and local leaders. In the process, you will improve your skills and grow as a development professional.