Finance and Administrative Officer, Ethiopia

Context

The International Institute for Democracy and Electoral Assistance – International IDEA – is an Inter-Governmental Organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. The Institute acts as a catalyst for democracy building by providing global comparative knowledge resources and tools, policy proposals and supporting democratic reforms in response to specific national requests, specifically in electoral processes, constitution building processes, political participation and representation, democracy and climate change, and democracy and digitalization.

The Africa and West Asia (AWA) programme engages actors at the regional, sub-regional, national and subnational levels, according to the issue at stake and entry points available for adding value and positively impacting democracy. The programme adopts a non-prescriptive approach across all three of International IDEA’s key impact areas, namely Electoral Processes, Constitution Building and Political Participation and Representation with Gender & Inclusion, Conflict Sensitivity and Sustainable Development as cross cutting themes. Partnerships are imperative to programme delivery and are a vital component of the AWA Programme’s engagement. International IDEA works with a variety of key actors including the African Union institutions, the Regional Economic Communities, intergovernmental organizations, state institutions, governments, the media, civil society and academia.

The Finance and Administrative Officer will provide high-level financial and administrative support in accordance with project needs and requirements for the AWA Regional Office, and will be responsible for accounting, payments, bank account management and providing support to the office on financial and procurement aspects.

Duties and Responsibilities

1. Supports Project Managers in regional office in respect to the management of grants, and budgets;
2. Contributes to the preparation of and responding to the office and project audits related to the Regional office;
3. Supports the administration and performance management of contracts and agreements for service providers and/or partner organizations in line with International IDEA;
4. Assists with expenditure control, ensuring adherence to International IDEA policies and procedures and advising team members on possible cost-saving measures;
5. Acts as a focal person for programme related procurements (Procurement of service, Events & Consultants) in line with International IDEA policies and procedures and ensures compliance with financial and procurement policies for donor-funded projects;
6. Provides administrative support and inputs in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
7. Analyses and presents project reports in an accurate and timely manner; clearly communicates monthly reports; collates financial reporting materials for all donor segments, and supports the oversight of all financial, project/programme and grants accounting;
8. 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;
9. Ensures compliance with relevant national laws and procedures pertaining to project finance and administration;
10. Operates and maintains use of computerized accounting systems and spread sheets to assist day-to-day financial procedures, month end procedures, and reporting requirements;
11. Produces and regularly updates cash flow forecasts and ensures timely remittance requests to ensure sufficient funds are available to meet programme commitments;
12. Maintains financial records and ensures compliance with donors and International IDEA financial policies and procedures;
13. Support the administration of the regional office by overseeing administrative procedures and developing mechanisms to enhance efficient office management and use of facilities;
14. Prepares and manages monthly payroll;
15. Carries out other duties and responsibilities related to the post that may be assigned from time to time.

General Profile

• Clarifies financial information with diplomacy and clarity to other team members and partners;
• Requires good knowledge, excellent skills and initial experience in their field;
• Adds value to team-based activities in their unit; 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 inclusion perspective in all activities.

Reporting line

• Regional Head of Finance and Operations, RAWA

Education and Experience

• University degree in financial management, business management, accounting, finance, administration, and grant management or other related discipline;
• A minimum of three (3) years’ experience in Accounting, Finance, Administration, Grant Management;
• Experience with grant management, including budgeting, costing, monitoring, and implementation;
• Professional qualifications in finance and accounting (for example ACCA, CFA, CPA, CMA) are considered strong assets;
• Excellent knowledge of Microsoft Office package (including MS Work, Excel and PowerPoint);
• Experience working in an international context in the development field with non-governmental or intergovernmental organizations considered an advantage;
• Fluency in written and oral English and Amharic is required. Knowledge of French is an advantage.

Terms of Contract:

• Local Post.
• Fixed term appointment for one (1) year.
• Remuneration USD 2,116 Gross per month

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Ethiopia for the duration of the contract. International IDEA is not able to support work permit applications. 

Applying for this position:

• Applications should be submitted online no later than 23:59 (CET) 04 November 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.