Finance and Administrative Officer- Gabon

Context

The International Institute for Democracy and Electoral Assistance – International IDEA – is an Inter-Governmental Organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. The Institute acts as a catalyst for democracy building by providing global comparative knowledge resources and tools, policy proposals and supporting democratic reforms in response to specific national requests, specifically in electoral processes, constitution building processes, political participation and representation, democracy and climate change, and democracy and digitalization

International IDEA is planning to manage a programme on Support to a participatory, inclusive and human rights-based return to a sustainable constitutional order and institutional reform processes to prevent electoral violence in Gabon (DEMGAB). The programme aims to achieve these objectives through strengthening capacities of Gabonese institutions and actors, including political parties and civil society organizations (CSOs).

The Finance and Administrative Officer will provide high-level financial and administrative support in accordance with project needs and requirements for the Libreville Office and DEMGAB programme, and will be responsible for accounting, payments, bank account management and providing support to the office on financial and procurement aspects.

Duties and Responsibilities

1. Processes invoices, advance requests, project expenditure reports, prepares and process payment requests accordingly;
2. Performs bank reconciliations and handles the petty cash fund, clearance of receivables, overall cash management and facilitates monthly financial closures in accordance with office and institutional requirements;
3. Assists with expenditure control, advising team members on possible cost-saving measures;
4. Coordinates and monitors the usage and maintenance of project equipment and vehicles;
5. Prepares and follows up on the collection of VAT refunds;
6. Enters data into the ERP system and prepares monthly expenditure receipts and reports;
7. Monitors cash flows and ensures adequate cash levels are maintained every month for the project;
8. Contributes to the preparation of and response to the office and project audits;
9. Operates and maintains use of computerized accounting systems and spreadsheets to assist day- to-day accounting procedures and with reporting requirements;
10. Ensures compliance with donor financial and procurement policies including financial accounting obligations where applicable;
11. Ensures that International IDEA complies with relevant national laws and procedures pertaining to project finance and administration;
12. Assist in processing procurement for program supplies, office supplies, training materials, training venues, catering services, among others in accordance with Procurement Policy;
13. Maintains records of fixed assets and updates them on a quarterly basis.

General Profile

• Clarifies financial information with diplomacy and clarity to other team members and partners.
• Requires good knowledge, excellent skills and initial experience in their field;
• Has developed knowledge and skills through formal training or work experience.
• Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required.
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines.
• Acts in accordance with International IDEA’s Core Values: Respect, Integrity, and Professionalism.
• Integrates a gender and diversity perspective in all activities.

Reporting line

• Finance and Administrative Manager

Education and Experience

• University degree in business, financial management or other relevant discipline;
• Minimum three (3) years of progressive responsibility in supporting Accounting, Finance, Administration and Grant Management functions;
• Full or part professional qualifications in finance and accounting, for example, ACCA is an asset;
• Knowledge of award and contract regulations and reporting requirements of EU and/or other major donors is an asset;
• Experience in working in an international context, e.g. in an intergovernmental organization, is desirable;
• Excellent knowledge of Microsoft Office package (including MS Work, Excel, and PowerPoint) and Internet is required; Knowledge of ERP systems (particularly Unit4) is desirable.

Terms of Contract:

• This post is advertised subject to the confirmation of funding.
• Local Post.
• Fixed term appointment for one (1) year.

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Gabon for the duration of the contract. International IDEA is not able to support work permit applications. 

Applying for this position:

• Applications should be submitted online no later than 23:59 (CEST) 29 September 2024. 
• Please note that all applications must be made in English.

Selection Process:

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized.

International IDEA is an equal-opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.