Finance Officer - Budget and Planning

1. Monitor Budget and Actual Expenses (daily and monthly) Center Funds

• Continuous monitoring of the BOT-approved budget vs actual expenditures.
  
• Management of governance functions and global support units that are supported by center funds.
  
• Review and provide budget clearance for purchase requisitions, request for staff contract extension and check on fund availability and proper account charging of expenses.
  
• Review and provide budget clearance for contractual agreements, consulting, and partnership contracts (through MyTree).
  
• Prepare financial update to team leaders whenever required.
  
• Initiate internal communication with team leaders if budget revision is needed.
  
• Provide monthly early warning report to Supervisors by identifying the significant variance against budget (>10%) in institutional unit level that could lead to a budget revision.
  

2. Annual Budget Preparation and Update

• Coordinate with Project Managers, Program coordinators and Senior Program Officers from PMU regarding staff time allocation.
  
• Ensure the total number of months (12 months maximum or less depending on the employment contract) accuracy.
  
• Ensure the new staffs on board are included (completeness).
  
• Ensure that the listed staffs + vacancies exist (existence).
  
• Initiate a discussion with Governance and Management Functions and Global Support Units team leaders to prepare the initial center funds annual budget as well as revising the current version.
  
• Ensure that the approved budget version is encoded in OCS
  
• Assist Senior Finance Officer/Finance Manager in the consolidation of the APWB.
  

3. Review of Pre-Award Proposal Budgets and Budget Revisions

• Pre-Award Proposal Budgets
  
• Review the initial budget figures in CIFOR-ICRAF internal proposal template, which is prepared by SPO/Program coordinators and work closely with them should a revision be necessary.
  
• Review the co-financing details (if any). List of co-financing must be determined by the Research Unit (Project Manager/Principal Investigator/Program Administrator).
  
• Assist in developing Pre-Award proposal budgets (in donor formats).
  
• Ensure that the full cost recovery and the necessary Cost.
  
• Ensure that the budget figures and the formulas are correct, and the budget lines follow the donor requirements.
  
• Coordinate with Resource Development and Partnerships (RDP) Resource Mobilization (RM) units, if needed.
  

4. Reporting To donors

• Prepare the overall financial reports (including co-financing) to donors on flagship products: RL, in compliance with CIFOR ICRAF standards and as specifically pre-determined by the donors as mentioned on the signed Grant Agreements and Donor s General Conditions.
  
• Submit the draft of financial report to Senior Finance Officer for the review and approval.
  
• Ensure that financial reports to donors are submitted on time.
  
• Submit draft and final financial reports in MyTree. To Project Manager/Principal Investigator (internal reporting)
  
• Prepare the overall financial updates (including co-financing) and send them to Project Manager/Principal Investigator/team leaders for their reviews.
  

5. Special Audit of restricted grants (RL)

• Provide data requested by the external auditors Answer the queries of the external auditors Review the draft audit report Review partner audit report in relation to project requirement.
  

6. Grant Agreements

• Review the financial part and other relevant information of the new Grant Agreements and Grant Agreement amendments for all grants under Flagship Products (RL in particular) and ensure the budget is fully costed and all financial clauses are acceptable to us.
  
  

Requirements