Finance and Administration Associate

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Description

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The Finance Associate, Oceania Regional Office will be responsible for the following;

• Support the NbS team with programme and project financial reporting support;
• Support the coordination of PPIN implementing partners and ensure that the overall financial reporting requirements for donor progress reporting is fulfilled;
• Provide the overall administration support to the NbS coordinator and the PPIN project ensuring adherence to the donor requirements;
• Assist the NbS Coordinator in successfully implementing all project activities in accordance with the project agreement’
• Conduct and assist project team in organizing meetings, seminars and training workshops;
• Assist in liaising and follow up with the Travel Officer in booking trips and ensuring that all the relevant forms are duly filled in and completed;
• Ensure that the accounting system is in place to read to record transactions in accordance with accepted accounting principles and IUCN policy such that it provides the basis for an efficient Financial management and information system;
• Direct and control the administration of all financial, treasury and accounting activities in accordance with IUCN policy and in compliance with fiscal, legal and statutory requirements of Fiji Institute of Accountants;
• Provide project managers/staff members with the appropriate financial support for the efficient and effective project implementation;
• Coordinate and provide the required financial information and requirements for the Oceania Regional Office and IUCN HQ.

JOB DESCRIPTION

SPECIFIC DUTIES

The specific duties of this position include, but are not limited to, the following:

The incumbent in undertaking its responsibilities is expected to deliver by providing assistance under the following main areas:

Financial Management Support

• The Supervision, recording, classifying and summarizing of the PPIN implementing partner financial transactions;
• Maintain accurate records of all project-related expenses, including receipts, invoices, and other supporting documents.
• Ensuring that the proper update financial records happens to the accounting system of the project for both internal and external users and that it is compliant with internationally accepted accounting principles, the donor requirements, legal and statutory requirements and IUCN policy;
• Prepare and submit interim financial reports as required by the donor, ensuring they are complete, accurate, and timely;
• Compile and submit comprehensive final financial reports at the end of the project or funding period;
• Organize financial documentation systematically for easy retrieval and review;
• Regularly inform the NbS coordinator of project expenditures against the budget to identify variances and inform issues for rectification;
• Ensure compliance with donor-specific financial policies, guidelines, and regulations;
• Update budget reports as necessary, incorporating changes in project scope or donor requirements after liaising with the implementing partners;
• Coordinate with PPIN project manager, finance teams, implementing partners and other relevant stakeholders to gather necessary financial information and ensure consistency in reporting;

Project Administration

• Arrange meetings, workshops, and training sessions, ensuring all logistics are handled efficiently;
• Coordinate with project teams, stakeholders, and external partners to facilitate smooth communication and collaboration;
• Prepare and distribute meeting agendas, minutes, and action items in a timely manner;
• Draft and send official correspondence on behalf of the project team, including emails, letters, and newsletters;
• Help organize and facilitate stakeholder engagement activities, including outreach events and consultations;
• Act as a liaison between the PPIN project team and implementing partners, flagging concerns to the project manager;

General

• Provide leadership and guidance in all matters pertaining to finance (including taxation and other financial issues) and give advice and support to all those needing it.
• Carry out other duties as reasonably agreed with the line manager.

REQUIREMENTS

• A Degree qualification in Accounting or in a related field from a recognized tertiary institution or a Financial degree with project management would be an advantage.
• 3-4 years of experience in a similar role or accounting related work.
• Proficient in the use of ERP accounting software or any prominent accounting software
• Proficient in using office applications (MS Word/Excel/PowerPoint) and other web-based management systems
• Fluent in English (verbal/written) with excellent communication and presentation skills

Source: https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=11041&lang=en

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