Finance and Administration Officer

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Description

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JOB DESCRIPTION

MAJOR RESPONSIBILITIES:

The Finance and Administration Officer will provide effective and efficient finance and administrative support to the COR Programme team. She/he will be responsible for smooth operations of related systems within the Programme and will work closely with the Finance and Administration team to ensure that project development and implementation is aligned with related policies and donor rules, and payments are requested and processed on time in accordance with allocated budgets. The incumbent is expected to exercise full compliance with IUCN and donor programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

SPECIFIC DUTIES:

Finance;

• Oversee and guide integrated financial management and reporting for the COR programme.
• Review Programme invoices and financial reports for the Programme, and assess, review, and ensure application of IUCN and donors finance-related policies, instructions, and procedures.
• Updating projects expenditure into the NAV financial system ensuring they are properly and accurately coded and captured into the correct budget lines.
• Provide direct, proactive, hands-on budget and reports management support by providing monthly analyzed budget information / expenditure report to the Project Managers
• Commission projects and specific audits as per donor reporting requirements and ensure completion on a timely basis and submission as per contract deadlines to donors. Participate in the Due Diligence process of partner’s selection for all sections relating to financial management and reporting. Carry out periodic sub-grantee/partner monitoring and financial reviews and provide appropriate follow up actions to ensure timely Implementing Partners (IPs) reporting in line with contractual obligations and entered in NAV financial system.
• Under the guidance of the Senior finance officer, carry out financial management training for sub-grantee and support them to maintain proper books of accounts.
• Act as liaison between the Programme and Corporate Services on all financial and administrative matters.

Administration;

• Support the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records and final project deliverables, which entails receiving contracts, having them signed, initiating the contract clearance processes and ensuring that they are all properly filed and archived and ensure inclusion of relevant information in the IUCN Project Portal.
• Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures.
• Establish and maintain a proper inventory of all contracts issued in the project with relevant disbursement timelines and ensure entry into the IUCN Project Portal.
• Initiate and prepare disbursements in accordance with activities and budgets of approved contracts.
• Arrange for procurement of equipment, supplies and services as required in accordance with the project work plan.
• Manage clearance processes for Purchase Orders (POs) and all contractual arrangements for works and services (including consultant contracts and sub-contracting institutions). This includes preparation of clearance documents, obtaining approval in accordance to Internal Control System (ICS) procedures;
• Ensure donor and partner queries are answered in a timely manner by the COR Regional Head and the operations team.
• Support the tracking and follow-up on reporting deadlines/submissions in coordination with the COR Regional Programme manager.
• Support Programme to ensure consistent application of all IUCN and donors standards related to project preparation during concept and proposal development, and throughout the project cycle to close-out.
• Perform other duties as may be assigned from time to time.

REQUIREMENTS

POSITION REQUIREMENTS:

Education;

• First degree in Accounting, Finance, management or related field.
• Relevant professional qualification in accounting – CPA, ACCA level II, CIMA preferred.

Work Experience;

• At least 7 years’ relevant work experience in the field of accounting/finance, project management, business administration, quality assurance and/or risk management.
• Prior experience in a similar role with a recognized regional or international development agency is highly desirable.
• Experience in project administration including sound knowledge of finance, procurement, administrative practices and project reporting.

Language Proficiency;

• Fluency in English and French, both written and verbal and another IUCN/Regional language would be an added advantage.

Source: https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=11059&lang=en

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