Finance and Administration Manager, DRC

ORGANISATIONAL CONTEXT 

The International Development Law Organization (IDLO) enables governments, empowers people, and strengthens institutions to realise justice and promote peace and sustainable development. IDLO is the only global intergovernmental organisation exclusively devoted to promoting the rule of law and access to justice.

With its headquarters in Rome, Italy, a Branch Office in The Hague, Permanent Observer Missions to the United Nations in New York and Geneva, and 18 Country Offices across the globe, IDLO carries out policy advocacy, research and the rule of law and justice programmes, operating in every region of the world. 

THE POSITION

The IDLO Finance Department is an integral part of the project team, which seeks to ensure financial integrity with the goal of realising a high level of transparency and accountability in the execution of various donors’ projects. The Finance Department places a high value on producing accurate and auditable financial reports for all its stakeholders. 

The incumbent will work in close coordination with the DRC based program team and the Program team and Finance unit at IDLO Headquarters in Rome, Italy. The Finance and Administration Manager coordinates the implementation of the finance policies, procedures, and guidelines for the Country Office (CO) to provide optimum efficient and effective support to IDLO’s programming. The Finance and Administration Manager reports to the Country Manager with a dotted line to the Rome-based regional program accountant.

Summary of functions: 

• Effective and accurate financial resources management and oversight; 
• Implementation of program financial management and operational procedures; 
• Program budget management and proper control of accounts; 
• Ensure proper monitoring and compliance of sub-recipients and other implementing partners.

Key results expected: 

1. Reporting: 

• Lead in the monthly financial closure of the Country Office (CO) and the production of monthly financial reports.
• Prepare relevant financial reports related to the country office, and ensure accuracy of the reports prepared, taking necessary corrective measures into consideration.

2. Accounts Payables:

• Process all expenses generated at the CO level, ensuring compliance with IDLO policies and procedures and donor rules and regulations.
• Prepare monthly reconciliation reports and schedules (including advances), ensuring that all outstanding issues are addressed in a timely manner.
• Performing CO balance sheet account reconciliations on a timely basis and ensuring that differences or discrepancies are addressed in a timely manner.
• Closely review procurement documents to ensure they comply with IDLO policies and procedures and donor rules and regulations, including but not limited to ensuring that costs are program-related, supporting documentation is complete, the accuracy of amounts and proof of receipt of services or goods prior to payment.
• Advise on corrective actions needed if there are weaknesses in terms of document content and compliance issues. Ensure that payments are made only after approval has been obtained from the budget holder.

3. Cash and bank management:

• Review and consolidate monthly cash forecasts for the country office, ensuring funds are fully reconciled before submitting to HQ for processing. This will include working with program staff to help them develop accurate cash forecasts. 
• Ensure adequate availability of funds for program implementation and operational costs at any one time. 
• Ensure adequate controls around the management and use of cash, including appropriate cash counts and reconciliations on a periodic basis. 

4. Grants and budget management:

• Ensure costs are allocated in accordance with the approved program budgets and IDLO chart of accounts.
• Coordinate with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of costs.
• Review monthly actual vs budget results to ensure maximum utilisation of budgeted amounts and provide recommendations for realignments as required. Update the budget forecast in collaboration with the budget holders

5. Sub-grants management:

• Coordinate the sub-granting processes, financial monitoring, and management systems to ensure effective and timely issuance, reporting, and oversight of all sub-grants. 
• Maintain sub-grant tracking sheet and filing system for all sub-grantees proposals, agreements, financial reports, and outstanding advances. 
• Review all sub-grant financial reports and prepare management summaries of findings and recommendations for discussion with the Country Manager. 
• Review the periodic cash projections and cash transfer documents to the sub-grantees and advise on potential risk issues in relation to these transfers. Ensure financial reports are reconciled, according to the terms of the agreements,  prior to making payments to the sub-grantees. 
• Ensure each sub-grantee submits financial reports in accordance with sub-grant agreements and review financial reports for reasonableness, verifying consistency in programmatic delivery and financial spending.

6. Filing financial documents:

• Ensure all original documents are properly coded and filed for ease of future reference prior to shipment to HQ.
• Ensure that all electronic copies of all documents shipped to Rome are maintained and filed electronically and in sequence at the country office. 
• Ensure that all vouchers related to payments have been defaced with a “paid” stamp. 

7. Administration

• Ensure all financial and program documents are properly maintained in hard copies and electronic files.
• Provide logistical support to Programs’ activities; including coordinating the smooth implementation of and adherence to logistic and security procedures;
• Keep track of contractual agreements, and assist users with contractual rights and obligations;
• Serves as the primary point of administrative contact and liaison with other offices, individuals, sub-grantees, and institutions on operational matters concerning the program.
• Support in Human Resources management, including leave management and payroll

IDEAL CANDIDATE PROFILE

Education and Experience

• University degree in a relevant field, e.g., Accounting or Finance
• Relevant professional accountancy qualification (ACCA or CPA). 
• Minimum of 7 years of relevant experience in financial analysis, reporting, and accounting, preferably in an international working environment
• At least three years of supervisory experience

Languages Requirements

• Fluency in English and French is required 

Specific knowledge, skills and competencies

• At least three years of supervisory experience
• Demonstrated working knowledge of International Public Sector Accounting Standards (IPSAS)
• Demonstrated work experience with Enterprise Resource Planning (ERP) systems, preferably with MS NAVISION
• Knowledge of and experience with spreadsheets (advanced knowledge of Microsoft Excel is a must), databases and word processing software

TERMS AND CONDITIONS

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and availability of funding. 

In addition, IDLO shall offer a yearly basic salary in the range of USD 46,165, medical insurance, and leave entitlements, including in accordance with IDLO Employee Regulations and Rules. 

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorisation permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees. 

 Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates.

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

DISCLAIMER AND CLOSING DATE 

The above statements are intended to describe the general nature and level of the work being performed by the Contractor assigned to this work. This may not be an exhaustive list of all duties and responsibilities. 

All applications will be treated with the strictest confidentiality and compliance with IDLO’s policy on personal data protection.

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organisational needs as necessary.

The Application deadline: is 9 June 2022 (23:59hrs Rome Time).