The International Institute for Democracy and Electoral Assistance IDEA recrute un(e) Senior Finance and Administrative Officer Retour vers les opportunités

The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. International IDEA’s mission is to support sustainable democratic change by providing comparative knowledge, and assisting in democratic reform, and influencing policies and politics.

International IDEA acts as a catalyst for democracy building; by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.

International IDEA develops, shares and enables the use of comparative knowledge in its key areas of expertise: electoral processes,constitution building,political participation and representation, democracy and development and democracy assessments.
It also addresses the important issues of gender, diversity, and conflict and security as they relate to democracy.

International IDEA is based in Stockholm, Sweden, and works worldwide through offices in New York, Brussels, The Hague, Latin America, Africa and Asia.

Senior Finance and Administrative Officer – Tunis

The Tunis office supports electoral processes, constitution building processes and political participation and representation processes in the country. The Tunis office also supports projects across the region. The Senior Finance and Administrative Officer will provide financial support to all projects under the Tunis office and the sub-regional programme in accordance with International IDEA and donor policies and procedures. The incumbent will also coordinate all administrative activities within the office and will provide high-level administrative support. The incumbent will serve as a contracting and procurement focal point and ensures the quality-checking of invoicing, procurement, contracts, and personnel documents.

Duties and Responsibilities

1) Finance:

• Performs all duties related to the Supplier’s Ledger including processing of invoices, payments, maintenance of supplier accounts and recording of transactions, ensuring that transactions are properly authorized in accordance with delegated authority.
• Monitors cash flows and ensure adequate cash levels are maintained in the Tunis office and across the region as applicable;
• Prepares monthly financial reports and monthly reconciliation of accounts as applicable;
  Processes project advance requests and project expenditure reports in consultation with Regional and HQ offices;
• Supervises expenditure control in relation to the Tunis office, ensuring adherence to International IDEA policies and procedures, including budget monitoring; and advising team members on possible cost saving measures.

2) Administration, Procurement and Compliance:

• Serves as the procurement and contracting/contracts focal point for the Tunis Office;
• Ensures that procurement processes are planned and coordinated in a timely manner and in compliance with the policies and procedures of the Institute and any relevant Donors;
• Coordinates and contributes to the preparation of contractual documents for consultants and service providers as required in line with International IDEA policies and procedures;
• Ensures contracts and supporting documents are quality checked in advance of approval circulation and signing;
• Ensures that International IDEA complies with relevant national laws and procedures pertaining to finance and administration;
• Ensures compliance with donor financial and procurement policies including financial reporting obligations where applicable;
• Trains new staff and newly hired Administrative Assistants on administrative matters and advises staff on internal financial related policies and procedures and their use (e.g. travel policy, reimbursement policy, etc.).
• Maintains proper documentation and records for the office including project finances, procurement, Human Resources, funding and fundraising records;
• Controls the facilities of the office, such as managing leases, insurance policies, vehicles, inventory control and record-keeping;
• Works with the Programme Manager to serve as a focal point for Human Resources matters in the Tunis office;
• Acts as a risk focal point for the office.

3) Budget and Grant Management

• Contribute to preparation and drafting of donor financial proposals;
• Work with the AWA finance and operations manager in the preparation and drafting of donors’ financial reports
• Prepares, updates assnd maintains proper documentation and records for the office including project finances, procurement, Human Resources, funding and fundraising records;
• Contribute to the preparation of and responding to the office and project audits related to Tunis office;
• Prepares interim, periodic and final budgets, budget revisions, financial statements, reports and other as may be required by the Programme Manager, Regional Director or HQ as applicable.

General Profile

• Is recognized as a knowledge resource in his/her broad professional community;
• Can work with minimal guidance and supervision;
• Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute;
• Acts as a model or mentor for less experienced colleagues;
• Can be expected to travel globally to any geographical area involved in his/her projects;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines.
  Reporting Line
• Programme Manager, Tunisia.

Functional Knowledge

• Has in-depth knowledge in own discipline and good understanding of related disciplines to be able to approach programmatic issues in a holistic manner.

Operational Knowledge, skills and experience

• Collaborates with internal Project Managers and external donor finance functions to align financial and technical reporting to ensure the integrity of the project/programme;
• Integrates a results-based approach into the design, management and evaluation of all his/her activities;
• Has a good understanding of relevant programmatic issues in the key geographical zone where his/her work is implemented – which may imply field experience at some point;
• Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management in past experiences.

Leadership

• No people management responsibility over permanent staff;
• Acts as a model and resource for more junior colleagues;
• May assume project management responsibilities.
  Problem Solving
• Identifies and resolves complex problems; approaches issues with new perspectives; analyses situations from a multitude of intervening factors.
  Impact
• Has a clear impact on the financial development and delivery of projects and programmes;
• Can also impact other teams and projects in related fields.
  Communication and Interpersonal Skills
• Liaises to all internal and external stakeholders involved in his/her portfolio; acts and is perceived as an initiator of relevant communication to solve issues;
• Drives projects and assignments through communicative personal energy and engagement;
• Translates financial concepts to, and effectively collaborates with colleagues who do not necessarily have finance backgrounds;
• Can explain sensitive information with diplomacy and build consensus;
• Strong command of spoken and written English and Arabic is required. Knowledge of French is an advantage.