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Palladium Group PRISMA - Contracts and Grants Officer in Indonesia

PRISMA - Contracts and Grants Officer

Company Overview:

About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives.

Diversity, Equity & Inclusion - We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or any other circumstance, please email our team at accessibility@thepalladiumgroup.com

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.

About AIP-PRISMA - The Australia-Indonesia Partnership for Promoting Rural Incomes through Support for Markets in Agriculture (PRISMA) is a five-year program (2019 – 2023) funded by the Australian Government’s aid program and implemented in cooperation with the Government of Indonesia. The program will build upon the achievements and results of Phase 1 (2013-2018), using a market systems development (MSD) approach to support inclusive economic growth in Indonesia’s agriculture sector.

PRISMA will improve smallholder farmers’ competitiveness and access to new markets, better inputs, know-how and technology. It will aim to achieve a sustainable 30% increase in the net incomes of a further 700,000 smallholder farming households in Indonesia by 2023 (including phase one 1 million farming households). The program operates in six provinces: East Java, West Nusa Tenggara (NTB), East Nusa Tenggara (NTT), Papua, West Papua and Central Java.

Project Overview and Role:

The Contracts & Grants Officer (CGO) assists provides support to the Implementation Team in managing grants and private sector collaboration agreements for the successful delivery and achievement of outcomes.

Primary Duties and Responsibilities:

Under the direction of the Contracts Manager (CM), the Contracts & Grants Officer (CGO) will assist partners in the correct use of grant funds and related reporting, compliance related support to partners, and supporting the contract process for business partners and personnel.

A. Grants:

Provide support to the CM to manage the Grants as described below:

  • Working closely with program team to do due diligence check for partners organisation.

  • Support the CM by preparing and managing agreements with grantees.

  • If necessary, assist program staff in the preparation of clear scope of work

  • Prepare financial budgets to ensure cost-effectiveness and value for money.

  • Implement internal audit processes for partner grants, and work closely with external auditors in auditing the project partners in compliance with DFAT requirements;

  • Ensure compliance by partner organisations with established procedures and identify areas of recurrent weakness, and providing guidance on contract matters.

  • Ensure that signed agreements are communicated to all relevant parties to provide contract visibility and awareness.

  • Maintain the grants database for all Grant Agreements in coordination with the technical and finance teams. This includes maintaining contractual records and documentation such as receipt and control of all relevant correspondence, partner contact information sheets, contractual changes, status reports and other documents.

  • Provide agreement templates to project teams, which are compliant with Commonwealth Grant Rules and Guidelines (CGRGs) and Indonesian law.

  • Support due diligence process for grantee organisations, including coordination with Palladium for corporate due diligence checklist.

  • Support the CM in the assessment of the financial capacity of grantees to utilise funds in a transparent and effective manner.

  • Support procedures for grant close-out, extension or renewal.

  • Other duties as reasonably requested by the CM.

B. Collaboration Agreement:

In addition to the point 3.1 above, the CGO also managing the tasks as described below:

  • Participate in due diligence checks for private sector partners

  • Primarily responsible for the management of Collaboration Agreements (CA) and Collaboration Agreement for Self Implementation (CA-SI)with PRISMA Partners.

  • Maintaining clear and transparent procedures related to the drafting CA and CA-SI including amendments

  • If necessary, provide advice to program staff on the preparation of clear scopes of works/Description of Collaboration.

  • Provide advice, views and opinions regarding Grants and Collaboration Agreements, including determination of most appropriate basis of payment (BOP) and value for money issues.

  • If necessary, conduct training for Private Sector Partner on claiming process to ensure the claim is compliance with the related regulations.

  • Receipts and review all invoice and receipts claim from Private Sector Partners and seek the verification from CM before submit the invoice to Finance for payment.

  • Keep the program staff updated on status of agreement preparation and take proactive action to address any issues arising in the course of preparation and managing agreement.

  • Maintain records offs all agreements activities in an efficient filing system

  • Maintain an agreement database in coordination with the technical and finance teams. This includes maintaining agreement records and documentation such as invoice, receipts and control all relevant correspondence, partner contact information sheets, amendments and variations, status reports and other documents.

  • Ensure that agreement templates properly reflect the English Version.

  • Working closely with program staff to evaluate and record Partner Performance as required.

  • On an ‘as-needs’ basis, review and provide recommendations for improvements to internal agreement processes within the program.

  • Assist the CM to do daily update on ‘Contract Tracker’ of ongoing agreement, to ensure the information is up to date.

  • Maintain monthly forecast for Partnership Agreements to be verified by CM and reported to FM

  • Monitor agreements risks and support the CM and COO in proactive risk management

  • Other tasks as reasonable requested by CM

Required Qualifications:

Essential skills and experience:

  • Bachelor Degree in Finance/Accounting/Finance Management with a minimum of 7 years experience in grants and contract management.

  • Possess excellent written and verbal communication skills.

  • Demonstrated ability to develop and maintain effective working relationships with partner organisations.

  • Demonstrated ability to work under pressure and to function as a team member while also being able to work independently.

  • Experience in providing financial training and mentoring/coaching.

  • Experience in conducting financial audits.

  • Demonstrated strong analytical thinking and proactiveness.

  • Excellent organizational and computer skills especially with spreadsheet and database.

  • Fluency in Bahasa Indonesia and a good working knowledge of English.

Desirable skills and experience:

  • Experience on projects funded by the Australian Department of Foreign Affairs and Trade (DFAT)

  • Knowledge of the Australian Commonwealth Grant Rules & Guidelines (CGRGs) and Commonwealth Procurement Rules (CPR)

  • Education or training in contracts

  • Presentation Skill

Functional Relationship:

  • Reports to the Contract Manager (CM) or their delegate.

  • Works closely with other Implementation Staffs and Managers in PRISMA.

  • May be required to travel to provincial offices.

Female candidates and people with disabilities are strongly encouraged to apply.

Palladium is an equal opportunity employer, committed to diversity and inclusion. Should you require any reasonable adjustments to a selection process due to disability or any other cricumstance, please email our team at accessibility@thepalladiumgroup.com and we will endeavor to make any reasonable adjustments to our process.