Vacancy announcement
Finance & Administration Officer –Partnerships
Full-time
- Background
Forus is a global network empowering civil society for effective social change. It brings together 69 National NGO Platforms and 7 Regional Coalitions from Africa, America, Asia, Europe and Pacific.
As part of its capacity-strengthening programme, Forus offers its members a system of financial support (subgrants): calls for projects are regularly launched within the network to support around 20 projects each year. In addition to this subgrant scheme, Forus is engaging in a 6-year consortium programme: as a consortium partner, Forus will be responsible for providing financial support and guidance to local partners to conduct projects in circa 25 countries.
Forus seeks a Partnerships financial and administrative officer to support subgrant management. The Forus Partnerships financial and administrative officer will report to the Forus Finance & administration manager and work closely with the other colleagues of the Forus Secretariat. As a member-led network, Forus is committed to working closely with its members in all activities.
- Responsibilities
Main responsibilities
The Partnerships financial and administrative officer will support all aspects of subgrant development, management, monitoring and closeout, including coaching and support to local partners on financial reporting and compliance with requirements.
Detailed responsibilities and tasks
Subgrant management
- Support the development and implementation of Forus’ subgrant strategy, mechanisms, and tools.
- Collaborate with colleagues of the Forus Secretariat to coordinate and monitor subgrant project implementation.
- Participate in selection committees to evaluate proposals submitted by local partners.
- Oversee the collection of required local partner documentation, including capacity questionnaires, budget inputs, and reports.
- Facilitate smooth project start-up by coordinating with local partners during the onboarding process. Draft partnership agreements.
- Review and authorize subgrant payments, in close coordination with the Finance and Administration Manager.
- Review partners’ financial reports as well as all supporting documents, for accuracy, timeliness, and compliance with donor requirements and partnership agreements.
- Manage the closeout process of subgrant agreements.
Support to local partners
- Act as the primary point of contact for local partners on administrative and financial issues, fostering positive relationships.
- Maintain open communication with local partners, ensuring that their feedback is considered in the financial and administrative management of subgrants. Make sure that experiences lead to learning and strengthened practices for the Forus Secretariat and wider network.
- Provide technical support to local partners in the proper management of their subgrants.
- Contribute to coaching, training, and capacity strengthening activities to local partners on financial reporting procedures and mechanisms, as well as other applicable donor regulations.
Financial Management
- Maintain comprehensive subgrant project accounting records.
- Monitor subgrant project budgets to ensure spending aligns with budgeted amounts.
- Assist in processing wire transfer requests.
- Assist in budget development and, when necessary, budget realignments.
- Support the preparation and timely submission of financial reports to ensure donor compliance.
- Support procurement-related tasks as needed in compliance with donor rules and regulations.
Compliance and reporting
- Ensure appropriate due diligence assessment of local partners. Analyse organizational capacity to manage subgrants. Perform periodic compliance reviews. Report findings and propose corrective action, as necessary.
- Maintain a subgrants tracker. Ensure partner inputs are kept updated on internal tracking tools. Identify relevant subgrant data for inputs into Forus M&E tools.
- Manage subgrant files to ensure audit readiness. Ensure all partner report submissions are filed in Forus folder systems.
- Ensure smooth cooperation with auditors. Provide supporting documents relating to the expenditure of the partners selected by the auditors in their audit sample.
- Alert Forus leadership regarding any financial reporting issues.
- Contribute to subgrant updates to Forus leadership.
Other tasks
- Participate and support the organisation of Forus main events, such as workshops, seminars, Council meetings, General Assemblies etc.
- Contribute to donor funding proposals regarding subgrant strategy and activities.
- Any other tasks within the scope of the role as directed and agreed.
Expériences / Formation
Required
- Relevant university degree in finance, accounting, business administration, or a related field.
- Demonstrated experience in subgrant and financial management for international development projects, preferably with EU funding.
- Commitment to Forus’ mission, vision, and values.
- Strong understanding of donor compliance regulations, including EU requirements.
- Strong knowledge and experience with international grant, budget, and accounting procedures.
- Proficiency in financial analysis, budget management, and reporting.
- Excellent communication skills, both verbal and written, with the ability to work effectively with diverse teams. Cultural sensitivity.
- Fluency in English. Capacity to collaborate with French-speaking and Spanish-speaking local partners.
- Detail-oriented and highly organized, with a commitment to accuracy.
- Proficiency in financial software and tools, including Excel and accounting software.
- Demonstrate capacity to identify risks and propose solutions.
- Ability to work both independently and as an effective team member.
- Ability to travel occasionally.
Preferred
- Good proficiency in French & Spanish.
- Accountant or similar qualification.
- Experience working in a CSO network or collaboration of NGOs in developing and developed countries.
- Experience in management of the procurement of goods and services.
Salaire
- Starting date: April 2024
- Contract type: Full time position, employment contract (under French law) or service contract.
- Location: flexible, the Partnerships financial officer can be located in Forus’ offices in Paris or work remotely.
- Salary/compensation: dependent on experience.
Comment postuler
- The application documents must be submitted as soon as possible per email to the following address: recruitment@forus-international.org.
- The application must be in English and include a motivation letter, CV and 3 references.
- Please send attachments in PDF and include the position (“Partnerships financial & administrative officer”) and your name in the subject of the email.
The position will be open until filled, and interviews will take place on a rolling basis. Only candidates who are shortlisted for interviews will be contacted.
Forus is an equal opportunity employer. We strive to make positions accessible to all regardless of nationality, ethnicity, race, age, disability, gender expression or identity, sexual orientation or identity, religion, marital or parental status, etc.