Sub-awards and Audit Officer

THE ASIA FOUNDATION PHILIPPINES

Position Description

TITLE: Subawards and Audit Officer

UNIT: Philippine Office

REPORTS TO: Senior Sub Awards and Audit Officer

SUPERVISES: N/A

SUMMARY OF JOB RESPONSIBILITIES

Primarily responsible for assisting the Senior Sub-Awards and Audit officer in Sub-Awards Administration; performs due diligence procedures and financial monitoring of all grantees; drafts monitoring reports for management; assists in conduct of Sub-Award Management Seminars; assists the internal and external Auditors in the audits of TAF-PH

Internal

Interaction with all Asia Foundation Staff

External

Interaction with current and potential partners of the Foundation, internal and external auditors

REQUIREMENTS

Experience

Three years of on-the job experience in accounting/audit, grant management and administrative tasks or any related experience on project development and management

Education

Bachelor’s degree in Administration or Accountancy, preferably CPA or master’s degree on Administration as equivalent

Other

Excellent verbal and written communication skills in both English and Tagalog

Strong organizational skills; Good interpersonal skills

Strong attention to detail and ability to multi-task

Knowledge of Microsoft excel, word, database and email applications.

Knowledge of USAID, Australian DFAT or other international donor agency requirements and regulations an advantage

JOB FUNCTIONS

Due Diligence Assessment

Performs (and updates) due diligence of prospective partners including site visits: assessment of organization for its suitability to receive TAF sub-award and the financial capacity and capability to manage funds; determination of level of risks involved concerning children; determination of the level of risk involved for sexual exploitation, abuse and harassment. This includes ensuring clearance against terrorist list and terrorist activities;

Determines appropriate sub-award type (cost reimbursement or fixed cost) per due diligence assessment and makes recommendation to program unit;

Sub-Award and Contract Phase

Reviews letters of grant/sponsorship to include funder compliance review and detailed review of proposed budget;

Reviews letters of consultant contract to include funder compliance review, procurement guidelines and detailed review of proposed budget;

Facilitates subawards management training for new subrecipients; designs training modules/materials and conducts actual training for subrecipients, as requested by program and as assigned by supervisor.

Sub-Awards and Contracts: Monitoring and Reporting Phase

Conducts sub-recipient audits and monitoring visits – review of financial and counterpart reports, evaluation of internal control system and compliance with TAF, donor policies and procedures, PH government regulations;

Maintains sub-award and contract portfolio to keep it updated and current. [Regularly updates Subaward Management System, Procurement Management System and other monitoring tools available];

Ensures sub-award and contract close out procedures are properly complied with as regard funder requirements and TAF policies and guidelines;

Monitors, tracks and processes financial aspect of the consultant contracts: Level of Effort (LOE) days, other claims, etc.

Drafts sub-award monitoring report for PH management;

Provides reports required by donors (such as TAF-262 Cost Share Report, etc)

Others

Directly interacts, coordinates and collaborates on a regular basis with program staff on sub-award implementation and financial monitoring and in providing guidance to grantees;

Assists the Director for Sub-Awards and Audit in managing the Subaward Management System (SMS) and Procurement Management System (PROMS). Ensures the sub-award and contract portfolio assigned is complete and updated. Ensures and verifies that SMS and PROMS are: running acceptably, providing load-quality reports, and utilizing updated sub-award forms and templates.

Provides improvements/recommendations for maintaining an effective and well-functioning sub-award administration system.

Conducts orientation/re-orientation for new staff on subaward administration, as requested.

Internal/External Audit:

Collaborates with internal and external auditors

Other

Performs other functions as may be required by the Country Representative, Deputy Representative, Senior Director of Finance, Sub-Awards & Audit and IT, and the Senior Sub-Awards and Audit Officer