Finance and Administrative Officer - Belgium

Context

The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization with a mission to advance democracy worldwide, as a universal human aspiration and an enabler of sustainable development, through support to the building, strengthening, and safeguarding of democratic political institutions and processes at all levels.

International IDEA produces, shares, and enables the use of comparative knowledge in its key areas of expertise: electoral processes, constitution-building processes, political participation, and representation, as well as on democracy as it relates to gender and inclusion, conflict sensitivity, and sustainable development.

International IDEA’s Regional Europe Programme is located at the heart of the EU in Brussels. It interacts daily with the EU and its Institutions and as such is actively engaged in supporting and influencing EU policies related to democracy. This concerns policies for democracy both within and outside the EU. Within the EU, it places particular emphasis on the influence of ICT on democracy, including areas such as the role of social media on elections and cybersecurity in elections. Outside the EU, International IDEA supports the efforts of the EU and EU Member States in the Summit for Democracy. Both components provide a dynamic environment in which International IDEA is able to work on key global decision-making processes.

The Finance and Administrative Officer will provide sound and effective finance, administrative and logistics support to the Regional Europe Office. Specifically, s/he will focus on general administration, programme administration, event organization, finance and accounting, and procurement.

Duties and Responsibilities

• Processes invoices, programme advance requests, programme expenditure reports, utilities, fuel etc. and prepares payment requests accordingly;

• Assists with expenditure control, ensuring adherence to International IDEA policies and procedures and advising team members on possible cost-saving measures;
• Prepares and supports the administration and performance management of contracts and agreements for service providers and/or partner organizations in line with donor and International IDEA policies and in collaboration with the Procurement Officer;
• Prepares and monitors budgets, tracks financial progress, analyses project expenses and prepares revisions;
• Prepares documents and files for project and institutional audits as required;
• Ensures contracts and project budgets are registered in the ERP, maintains files and archives and keeps accurate records of financial and contractual actions;
• Manages and monitors all matters relating to the maintenance of the office and facilities; including maintaining an inventory of equipment and furniture procured, dealing with office maintenance issues and liaising with the landlord regarding lease and property-related matters;
• Fully manages, the organization of meetings, conferences and workshops (costing and booking venues, liaising with attendees, organizing travel, etc.; Assists with the preparation of meeting materials and follow-up production of documents;
• Organizes staff travel including cost control, travel advances, travel claims, and other associated issues; when applicable, assists external consultants.
• Prepares monthly expenditure receipts and reports on data entered into the centralized accounting system;
• Reconciles bank statements and petty cash funds of the office on a monthly basis;
• Produces and regularly updates cash flow forecasts and ensures timely remittance requests to ensure sufficient funds are available to meet programme commitments;
• Assists with the registration of internal/external communications and institutional documents
• Assists with the update and maintenance of the Institute’s internal website for all Brussels Office-related information;
• Maintains contact with the Belgian administration for issues linked to Human Resources and finance;
• Ensure compliance with policies and regulations of International IDEA and the Belgian state.

• Liaises with the IT Unit to ensure the IT needs of the Brussels office are met;

General Profile

• Clarifies financial information and requirements with diplomacy and clarity to team members and partners;
• Has developed specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience;
• Adds value to team-based activities in his/her unit, and is likely to act as an informal 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;
• Acts in accordance with International IDEA’s Core Values; Respect, Integrity, and Professionalism;
• Integrates a gender and diversity perspective in all activities.

Reporting Line

• Head of Programme, Regional Europe Office

Functional Knowledge

• Ability to demonstrate a high degree of accuracy and analysis of financial information;

• High level of proficiency in working with financial systems and software such as spreadsheets and database programs;

• Full and demonstrated knowledge of the Microsoft Office Suite (including Excel, Microsoft Word, and Microsoft Outlook);

• Demonstrated proficiency in working with Accounting and Payroll systems including ERP systems;

• Fully competent in working with spreadsheets, templates, and other relevant systems to prepare budgets, financial reports, and financial analysis.

Operational Knowledge, skills, and experience

• Integrates a results-based approach into his/her activities;
• Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the organization;
• Uses knowledge of how the team integrates with others to accomplish team objectives;
• Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.

Leadership

• No people management responsibility for permanent staff;
• Acts as a model and resource for more junior colleagues;

Problem Solving

• Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options.
• Provides solutions to problems in situations that are atypical or infrequently occurring based on practice and existing precedents or procedures

Impact

• Impacts the quality, timeliness, and effectiveness of the function; uses discretion to modify work practices and processes to achieve results or improve efficiency.

Communication and Interpersonal Skills

• Experienced with formal communication styles (oral and written contacts with Embassies, letter drafting, etc).
• Liaises regularly with all internal and external stakeholders involved in his/her projects;
• Acts in all assignments with personal energy and engagement;
• Fluent written and oral English and French is required; Any other widely spoken language in an International IDEA priority region would be an asset.

Education and Experience

• University degree in business, financial management, or other relevant disciplines;
• Minimum five (5) years of progressive experience supporting Accounting, Finance, Administration, and Grant Management functions;
• Full or part professional qualifications in finance and accounting, for example, ACCA are considered advantageous;
• Knowledge of award and contract regulations and reporting requirements of EU and/or other major donors advantageous;
• Experience in working in an international context, e.g. in an intergovernmental organization is considered an advantage;
• Excellent knowledge of Microsoft Office package (including MS Word, Excel, and PowerPoint) is required; Knowledge of ERP systems is desirable.

Terms of Contract:

• Local Post

• Fixed-term appointment until 31 December 2023

• Remuneration – EUR 4 214 NET per month + benefits

Applying for this position:

• Applications should be submitted no later than 23:59 (CET) on 28th November 2021.
• Please note that all applications must be made in English.

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