Finance & Administration Officer

Job Title

Finance & Administration Officer

Reports to Position Title

Project Manager

Research Project Title

Promotion of Vancouver Principles in Sub-Saharan Africa

Faculty/ Department

Africa Center of Excellence, The Dallaire Institute

FTE (based on 35 paid hr work week)

100%

Duration

12 months. Full-time

Date Created/Updated

May 2024

About the Research

The Dallaire Institute for Children, Peace and Security was established by retired Lieutenant- General the Honorable Roméo Dallaire, former Force Commander of the United Nations Assistance Mission for Rwanda (UNAMIR). Our mission is to prevent the recruitment and use of children in armed violence and transform cycles of violence.

The Dallaire Institute’s African Centre of Excellence has been funded to finance projects specifically designed to strengthen national security sectors’ capacity to prevent the recruitment and use of children in armed conflicts in Africa.

Job Purpose

The Finance & Admin Officer is responsible for controlling the day-to-day financial and administrative operations of the Dallaire Institute’s PVPSSA project in the country of implementation. This role supports the Project Manager by ensuring efficient financial practices and compliance with both local and organizational policies. The officer will handle financial reporting, budget management, and the oversight of administrative procedures, contributing to the smooth execution of project activities.

Duties and responsibilities

Financial Management:

• Run the effective controls of management and the country’s project operations and administration including, but not limited to supporting the preparation of financial and budget proposals and other related logistics operations.
• Assist in the strengthening of the internal control processes to mitigate any risks, by ensuring compliance with the country’s host financial policies and all the related ones, from the interest of the Dallaire Institute and PVPSSA project, regulations and procedures.
• Execute and implement financial controls, highlighting control weaknesses and making associated recommendations related to finance and control (e.g. tax obligations);
• Produce timely financial reports and organize meetings with the Project Manager regularly to promote informed and accurate forecasting and variance analysis.
• Support the Project Manager to manage the online banking system and operations for the Project and HQ as appropriate.
• Control and detailed maintenance of petty cash, receipts, and expenditure records.
• Be responsible for the weekly and monthly financial reporting by internal deadlines and engage with the HQ accordingly.
• Contribute to the monthly cash forecasting for the project country activities and ensure sound management of the petty cash reconciliation.
• Maintain meticulous soft and hard copies of financial documents and prepare originals to be sent to Headquarters or authority projects on demand.
• Support the Project Manager in meeting audit, tax and social contribution requirements in all financial operations.
• Support the Project Manager in ensuring procurement processes are held according to the Dallaire Institute, donor and host country procurement good practices and guidelines.

Administration & Logistics:

• Provide financial administration to the project in the implementation’s country, including processing all payments on time and developing strong, professional relationships with suppliers and service providers.
• Ensure all contracts, travel, accommodation, venue bookings, and all other administration and logistics tasks are dealt with according to deadlines and activity plans.
• Maintain an up-to-date inventory of supplies and assets for the project in the implementation’s country and manage the filing of all administrative documents.
• Provide support in facilitating international staff on settling in the country including those on short visits and those staying for a longer period (e.g. visa processing, accommodation and transportation)
• Ensure compliance with national procedures of operating in the country of implementation.

All staff are additionally responsible to:

• Proactively participate in planning and performance processes as outlined in the Employee Handbook including annual appraisals, regular meetings, and ensuring that annual reviews are an integral component of plans and priorities.
• Promote a safe and secure work environment in line with the organization’s core values including the Dallaire Institute Workplace Principles, and foster strong communication between teams within the organization.
• Demonstrate an ongoing commitment to promoting and protecting the rights of children, particularly the prevention of the recruitment and use of children as soldiers.
• Comply with Dallaire Institute’s financial and operational requirements and uphold high standards of honesty and integrity in personal conduct.

Qualifications

Requirements:

• Bachelor’s Degree in a relevant field including Business Administration, Public Administration, Finance, Accounting etc.
• Minimum 3 years’ experience in finance, accounting and administration, preferably for an international-based non-profit organization (required).
• Proven experience in managing budgets and multiple administrative and finance tasks in challenging environments (required)
• Fluent English (required).

Skills

• Excellent ability to forge relationships at all levels and work across multicultural, multilingual, and multidisciplinary teams.
• Adept at handling confidential information with discretion and per Institute research and other professional standards.
• Ability to take initiative to organize time effectively within a range of often conflicting deadlines and competing priorities, within a busy program and while working toward an agreed strategy.
• Ability to work as part of a team.
• Ability to problem-solve in difficult situations.
• Ability to work in a fast-paced environment and meet deadlines.
• Effectiveness and flexibility to work in a team.

Knowledge

• Proficiency in Microsoft Office
• Ability to communicate technical concepts to colleagues.

Assets

• International work experience
• Experience working in complex environments, preferably in conflict-affected regions

Working conditions
Presential role: Due to operational requirements, the successful applicant is required to work in person.

The position is based in the Democratic Republic of the Congo & Mozambique, with the need for regional travel up to 50% of the time.

Supervisory/managerial
The position is an individual contributor who will interact and advice the PVPSSA country team, and must be ready to participate in daily activities.