Regional Resources Management Officer, EECA
Vacancy Announcement VA20P006V01 Regional Resources Management Officer, Eastern Europe and Central Asia
Posting Date: 13 January 2020
Deadline for Applications: 31 January 2020
Duty Station: Vienna, Austria
Target Start Date: As soon as possible
Contract Duration: 24 months (with possibility of extension)
Type of Post: International Organisational Overview:
The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD is a growing and ever-more relevant presence in its field. The organisation’s greatest assets are its 200+ staff members, who personify its values of commitment, integrity, partnership, respect, and innovation in actions and decisions.
The Regional Resources Management Officer (RRMO) is responsible for planning, monitoring and control of resources of a portfolio of projects within a Regional Programme (based in HQ location). The RRMO supports design of project structures and budgets advising on project formulation processes and ensuring cost-effective planning, deployment and management of resources and application of economies of scale to regional portfolio implementation. S/he monitors and controls budget allotments and expenditure ensuring accurate utilisation of financial resources in line with ICMPD´s Financial Regulations and donor agreements. The RRMO controls the financial aspects of all types of contracts (donor, expert and procurement contracts) and the procurement processes, ensures accurate financial reporting to donors and acts as the Certifying Officer under the Financial Regulations of ICMPD.
The RRMO participates in the corporate financial management process by planning and implementing the budget of the Regional Office and overseeing the implementation of the shared services budgets of Project Offices in line with organisational objectives and policies. The RRMO support the establishment and operationalisation of Project Offices within the region as well as guides the provision of shared and administrative services, assets and monitors the implementation of the shared services budgets.
The RRMO works under the supervision of the Head of Corporate Resources Management and in close day-to-day collaboration with the Regional Coordinator, the Regional Portfolio Manager(s) and the Project Managers at country and regional levels. S/he supervises and mentors the Project Office Administrative Officer(s). S/he trains and advices ICMPD project staff and partners on ICMPD financial and procurement rules and procedures and participates in organisational development of the resources management function.
1Tasks and Responsibilities:
1. Planning, Resources Allocation and Budget Formulation:
Participates in project formulation. Designs project structures based on portfolio approach and economies of scale; designs administrative support mechanisms and structures at project level; In close collaboration with Head of Corporate Resources coordinates and oversees planning of the Shared Services budgets for Project Offices as applicable;
Plans and implements portfolio approach to project financial planning. Coordinates financial planning processes for the portfolio and individual projects;
Analyses projects’ financial plans and budgets for financial feasibility and advices on ways to achieve economies of scale and cost-efficiency at portfolio and project levels; Contributes to preparation of budgeting guidelines, defines budget and proforma rates for regional and country projects. Supports Project Managers in preparation of budget forecasts for projects;
Advices on and participates in budgeting process for all projects. Reviews, analyses and revises budget data, analyses and validates allocations and costing ensuring consistency with donor requirements and financial rules, verifies correctness of costing;
Analyses, calculates and verifies correctness of co-funding provisions to project budgets; Provides input to drafting of budget notes and budget justifications; Provides inputs, such as financial information, details on payment schedules and financial reporting to the process of budget negotiation with donors and partners and preparation of donor contracts and partners agreements;
Uploads approved budgets and budget revisions into SAP, keeps project financial data in SAP and project folder (protect net) accurate and updated;
Trains staff on budget preparation, reallocation and revision, advises staff on use of various donor budget formats.
2. Budget and Costs Monitoring and Operations Control:
Monitors budget implementation and financial performance at portfolio and project levels and identifies issues, priorities and exceptions for further action;
Monitors allocation and assesses staff costs on regular basis, advises on budget availability in process of staff deployment and redeployment, initiates budget revisions to reallocate staff costs when required;
Monitors expenditure of the shared services budgets of Project Offices against established budgetary requirements in close collaboration with the Project Office Administrative Officers; Monitor project partners´ expenditures in projects, checks financial reports, verifies supporting documents;
Monitors co-funding obligations to projects, identifies gaps and suggests corrective actions; Prepares data analysis for budget revisions and budget reviews to projects; Acts as Certifying Officer for projects and Project Offices ensuring that financial obligations and expenditures are in accordance with approved budgets and ICMPD´s financial rules and donor contracts;
Monitors procurement process ensuring compliance with ICMPD´s procurement rules, guides through the procurement process (type of solicitation, bids preparation, evaluation, etc.); Acts as a member of procurement evaluation committee. Reviews and validates selected bids requests clarifications and additional quotations as necessary under competitive negotiated procedure. Checks and verifies supporting documents, verifies and certifies selection of supplier under a single offer procedure;
Reviews contract conditions and contract terms, certifies for acceptability and forwards for signature of the Regional Coordinator;
2 Monitors financial bookings ensuring accurate financial recording, identifies incorrect bookings and initiates corrective actions and follows up;
Trains ICMPD staff on rules, procedures and requirements, provides ongoing advice on various aspects of budget implementation, provides input to development of processes and procedures, identifies inconsistencies and weaknesses, finds solutions and takes corrective action. 3. Financial Reporting and Support to Audit:
Prepares financial reports to donors and partners as per agreed formats and donor agreements ensuring correctness of information and format. Communicates with ICMPD staff, donors and project partners for preparation of reports. Ensures the accuracy of supporting documents; Calculates in-kind and co-funding contributions for financial reporting purposes. Maintains overview of the financial reporting schedules for assigned portfolio, monitors audit schedule per project, coordinates audit preparation with ICMPD Financial Controller;
Clarifies and responds to questions relating to financial reports.
4. Country and Regional Operations Support:
Based on the programmatic decision by MDC, under the guidance of the Regional Coordinator coordinates the process for the establishment of Project Offices in line with ICMPD´s approach on decentralisation ensuring economies of scale and efficient resources deployment at the country level;
Participates in the selection of the Project Office Administrative Officer and supervises the setup of the Administrative Unit;
Guides provision of administrative services in the Project Offices.
5. Management, Training and Capacity Building:
Supervises the work of the country level Administrative Officers (as applicable). Assesses performance as well as motivates and mentors. Organises work by allocating tasks and coordinating work processes, monitors quality of work and takes corrective actions; Keeps the Project Office Administrative Officers abreast with developments relating ICMPD´s rules, guidelines and business processes as well as organisational objectives and developments; Trains and advices project staff and partners in ICMPD business processes, rules and guidelines. Provides inputs to development of guidelines, templates and training materials. Participates in ICMPD business process improvement;
Supports induction of new staff of the Regional Team by provision of training and advice in the area of work.
Project level operational support mechanisms and administrative structures designed and implemented based on portfolio approach and economies of scale;
Budgets formulated, allocated and reallocated according to financial feasibility, cost- effectiveness and economies of scale in line with donor requirements and ICMPD`s financial rules applying a portfolio approach;
Project Office administrative resources planned and managed through cost-efficient budgets; Financial resources in all budget categories across all projects utilised economically and efficiently in accordance with contractual obligations, approved budgets and ICMPD´s rules and regulations;
Project financial reports prepared accurately according to donor schedules and formats. 3Incumbent Profile:
Minimum 5 years of position-relevant experience in financial management of projects and programmes;
Advanced knowledge in MS Office (Excel) and SAP, experience in web based management systems (Share point);
Substantive knowledge of project management procedures and rules of EC/donors/international organisations including procurement, budgeting and financial management;
Experience in team management is a requirement;
Experience in project management is required. Professional training in project cycle management is an advantage;
Solid organisational and coordination skills;
Attention to detail and ability to work under pressure and tight timelines. Corporate Qualifications:
Experience in international organisations;
Ability to move to field duty station in line with ICMPD mobility policy, job requirements and programmatic needs;
Very good command of spoken and written English, knowledge of Russian is an advantage; Master’s degree in financial management, business administration or other relevant field. Compensation:
ICMPD offers an attractive compensation package. This position is classified at IP3 grade, with an annual net-base salary starting at EUR 53.280,00. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s and mobility allowances.
Interested candidates are requested to submit their application in English through the ICMPD online
recruitment system at http://www.icmpd.org/work-for-us/current-vacancies by midnight (CET) of the closing date specified above. For this purpose, candidates will first need to register with the ICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies.
Please note that in the course of the online application, the motivation letter and personal CV must be uploaded in the EuropeAid format in English. The template is available for download at http://www.icmpd.org/work-for-us/.
All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline, and offline applications submitted via email, fax or post, will not be considered.
Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expected to be available for a personal/telephone interview.
In the event of a technical issue with your application, please email firstname.lastname@example.org. General Information:
ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. 4