Finance and Administrative Officer- Peru (Re-advertisement)

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.

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

Duties and Responsibilities

• Performs all duties related to the Supplier’s Ledger, including the processing of invoices, payments, maintenance of supplier accounts, and recording of transactions, ensuring that transactions are properly authorized in accordance with delegated authority;
• Manages daily cashier activities, ensuring adherence to International IDEA’s policies and procedures, accounting principles, and best practices; establishes and maintains cash controls;
• Monitors cash flow and ensures adequate cash levels are maintained in the Lima office and across the region as applicable;
• Ensures that all transactions are correctly recorded in the financial system;
• Prepares monthly financial reports and monthly reconciliation of accounts as applicable;
• Provides support and guidance to project managers on the preparation and revision of project/activity budgets in conformity with the applicable policies and procedures;
• Assists with support from HQ in preparing the budget breakdown and budget monitoring for the Peru office;
• Prepares project expenditure reports and analysis and assists project managers in tracking the financial process of projects as required;
• Sets up grant financial schedule and aligns grant budget with UBW system;
• Assists the Administrative Assistant in drawing up contracts, purchase requisitions, purchase orders, and service orders as required, keeping records of all commitments and expenditures;
• Maintains responsibility in consultation with Headquarters for preparing contracts according to International IDEA’s Procurement Policy to ensure that the Institute’s financial and commercial interests are protected;
• Ensures Project Managers are aware of grant conditions and reporting deadlines;
• Monitors adherence to donor financial and reporting requirements and prepares financial reports to donors as required for HQ review and approval;
• Advises staff on internal financial-related policies and procedures and their use (e.g., travel policy, reimbursement policy, etc.);
• Maintains filing and archiving systems of accounting and financial documents and records.

General Profile

• Adds considerable value to team-based activities in his/her unit and acts as a resource for colleagues; collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Integrates a gender and diversity perspective in all activities.
• Acts in accordance with International IDEA’s Core Values: Respect, Integrity, and Professionalism.

Reporting line

• Senior Programme Manager, Peru

Education and Experience

• A University degree in financial management, accountancy, business management or equivalent;
• A minimum of three (3) years of professional experience in dealing with financial systems and budgets, financial reporting, financial data analysis and auditing;
• Experience with grant management, including budgeting, costing, monitoring, and implementation;
• Experience working with international cooperation agencies;
• Fluency in English and Spanish, i.e., written and oral, is required. Any other widely spoken language in an International IDEA priority region would also be an asset.

Terms of Contract:

• Local Post.
• Fixed term appointment untill 28 February 2026.
• Remuneration Remuneration – PEN 12,921 per month.
• Candidates Who Applied Before Don’t Have to Reapply Again.

Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Peru 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) 19 May 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 on 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.