ROSTER – Project Financial Officers – Latin America and the Caribbean

Context

This vacancy is only open to Spanish-speaking candidates.

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, 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.

International IDEA enters into agreements with key donors to implement projects, which aim to strengthen representative and inclusive democracy in partner countries, by carrying out selected activities as defined in the respective grant agreements.

We wish to develop a roster of Project Financial Officers who are available to be assigned to projects as they arise. In the first phase, we anticipate opportunities in Latin America and the Caribbean though other locations may become available. We are particularly seeking Spanish speakers. These posts will be responsible for providing sound financial and administrative management to the project and the relevant offices.

The post holders will advise and support internal and external stakeholders and act as a focal point for project managers for grants, budgets, and contracts in project/programme delivery. The successful candidates will also monitor the project/programme’s progress, overseeing the coordination and reporting of funds and ensuring compliance with International IDEA and donor regulations. They will also be responsible for managing the effective implementation and compliance of human resources, procurement, and facilities related aspects of the projects.

Duties and Responsibilities

• Reviews and ensures completeness of project ledgers through regular review project transactions:
• Provides expert guidance and support to Project Managers and Finance Managers in respect to the management of grants, and budgets;
• Prepares and supports the administration and performance management of contracts and agreements for service providers and/or partner organizations;
• Provides support and guidance on preparation of annual and revision of budgets. Analyses project expenses as required and reports budget deviations;
• Prepares consolidated budgets during the different budget processes;
• Ensures that awards and project budgets are registered in the ERP system correctly; maintains files and archives and keeps accurate records of financial and grants actions;
• Supports the revenue recognition of restricted projects on a regular basis;
• Prepares various financial reports for grants agreements:
• Ensures project proposals and funding requests are prepared in conformity with International IDEA’s internal policies and procedures, donor requirements, including adequate costing of activities, human resource needs and administrative tasks;
• Monitors adherence to donor agreement requirements within the framework of International IDEA’s internal policies and procedures, ensuring focus is on delivery of reporting, invoicing and disbursement timelines;
• Analyses and presents project reports in an accurate and timely manner; clearly communicates monthly and annual financial statements; collates financial reporting materials for all donor segments, and oversees all financial, project/programme and grants accounting;
• Monitors financial management, compliance and reporting of implementing partners;
• Arranges independent audits in consultation with relevant colleagues;
• Reviews draft partnership agreements and consultant/supplier contracts; Ensures compliance with International IDEA policies and procedures;
• Contributes to team-based activities, particularly in regard to annual planning and reporting.

General Profile

• Analyzes performance and identifies issues and trends affecting funding; recommends the use of appropriate programme tools and strategies;
• Develops financial proposals and technical tools to address identified programme needs in the specialized area of funds accounting;
• Is recognized as a knowledge resource in their broad professional community;
• Has the intellectual leadership to integrate innovation into their field of expertise;
• Fosters team-based activities in their unit; collaborates with other entities of the Institute;
• Acts as a model and mentor for colleagues;
• Is expected to travel globally to any geographical area involved in their projects;
• 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.

Education and Experience

• University degree in accounting, financial management, business management or other related discipline. Full or part professional qualifications in finance and accounting, for example, ACCA are considered advantageous;
• A minimum of five (5) years of progressively responsible professional experience in accounting, financial management and compliance;
• Experience with financial reporting, budget development, forecasting, and monitoring financial performance is essential;
• Knowledge of ERP systems (particularly Unit4) is desirable;
• Fluency in written and spoken Spanish is required. Knowledge of English is required.

Terms of Contract:

• International Post
• Duration of contract dependent on the project. Typically at least one (1) year fixed-term appointment. The appointment is renewable dependent on available funds and performance.
• Remuneration – EUR 4 728 NET per month + benefits

Applying for this position:

• Applications should be submitted no later than 23:59 (CET) 31 October 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