Regional Resource Manager

Regional Resource Manager

Regional Coordination Office for Western Balkans and Turkey th

Posting Date: 19 February 2021

Deadline for Applications: 5 March 2021

Duty Station: Istanbul, Turkey

Start Date: As soon as possible

Contract Duration: 24 Months

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 18 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America,ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

Project Overview:

ICMPDisinvitingallinterestedcandidatestoapplyfortheRegionalResourceManagerfortheRegional Coordination Office for Western Balkans and Turkey.

Please note that this position is subject to availability of project funds. Job Description:

Under the direct supervision of the Regional Coordinator (RC), under the functional guidance of the Head of the Corporate Resources Management Unit (HoCRM), and in coordination with relevant Headquarter (HQ) Units and the Programme Support Office (PSO), the Regional Resource Manager (RRM) for the region is responsible for coordinating the administrative functions (e.g. budgetary, financial, human resources, shared services), and ensures the application of safety and security managementmeasures required for theimplementation ofthe Regional Coordination Office’s (RCO’s) portfolio in an efficient and cost effective manner in line with ICMPD policies and procedures. In this context, he/she acts as an administrative advisor to the RC and the Portfolio Manager(s) (PM) inthemanagementoftheRCO’sregionalfinancialandhumanresources,providessupporttoresource mobilisation and project formulation for the portfolio, oversees budget control processes, and coordinates regional budget monitoring and planning exercises. He/she oversees provision of the procurement and logistical services, human resources, ICT and shared services, as well as safety and securitymanagementmeasures in theregion, consistent withICMPD and donorrules and regulations. The RRM initiates, oversees and coordinates the planning, monitoring, control and administrative processes through a range of activities related to the scope of work of the RCO and Field Offices, 1addressing issues in an integrated and proactive manner, and in line with ICMPD´s rules, regulations, guidelines and business processes, ensuring correct financial reporting as applicable. He/she will coordinate all such activities accordingly with the PSO.

The RRM leads and guides the Project Support Teams (PST) in the RCO, and supervises local Administrative and Finance Officers (AFMO) in the respective Field Offices, ensuring effective collaboration within the team(s) and with programme staff. He/she plans, organises, manages and evaluates the work of the PSTs in the RCO and in the Field Offices, continuously reviewing the effectiveness of administrative support functions in the region, focusing on the priorities in line with ICMPD’s quality management and results-based approach, as well as corporate and regional strategy. Tasks and Responsibilities:

1. Planning and Coordination of Regional Resource Allocation:

Plan and coordinate resource allocation and financial planning processes in the RCO and Field Offices in the region, ensuring timely finalisation of budgets and donor agreements; In close collaboration with the RC, PM(s) and Project Manager(s) (PjM), define operational and staffing requirements, and plan and formulate the budget for the RCO;

Advise the RC and PM(s) on, and provide input to, budget negotiations with donors and to the preparation of donor agreements. Provide input to budget proposals and budget justifications; Plan and implement a portfolio approach to project financial planning. Analyse financial plans and budgets for financial feasibility, and advise on methods to achieve the economies of scale and cost-efficiency at portfolio and project levels;

In close collaboration with the HoCRM, analyse, review and validate budget estimates and final budgets, including approving budget revisions, as well as allocaton of staff costs and costs for shared staff, services and infrastructure. Analyse and validate allocations and costing for correctness, ensuring consistency with donor requirements and ICMPD´s Financial Regulations. 2. Budget, Cost Control and Financial Reporting:

Monitorbudgetimplementationandfinancialperformanceoftheportfolio,andasrequiredatthe various project levels. Identify issues, priorities, lessons learnt and risk management measures for further action, and advise the RC and PM(s) accordingly;

Monitor the allocation of and assess staff costs on a regular basis at portfolio level, ensuring efficient utilisation of resources and optimal deployment of staff costs;

Act as the Chief Certifying Officer for the portfolio, as necessary (in line with separation of roles) and ensuring that financial obligations and expenditure are in accordance with approved budgets and ICMPD´s Financial Regulations. Approve ad hoc expenditure. Verify budget availability and assign to the appropriate budget lines;

Monitor regional bank accounts. Oversee petty cash payments. Liaise with the local banks as applicable;

Maintain an overview of reporting schedules, and coordinate preparation of all financial reports to donors and partners ensuring timeliness, correctness of information and format. Coordinate with and guide the PST(s) on report preparation;

Coordinate preparation of internal financial reports and consolidation of lessons learnt, and provide financial analysis on the portfolio’s financial performance as applicable; In collaboration with the relevant HQ units, coordinate support to financial audits. Clarify and respond to questions relating to financial reports;

2 Identify issues, priorities and weaknesses in budget implementation, expenditure control and financial performance. Develop solutions and provide advice to PM(s) and PjM(s) on the possible corrective actions to take.

3. Planning and Delivery of Administrative Services:

Plan cost-efficient administrative services for the RCO and Field Offices in the region (premises management,logistics,humanresources,ICTinfrastructureandservices,procurement,andsafety and security) and ensure timely and client-oriented implementation;

Oversee procurement and contracting processes for services and supplies below EUR 60,000 to the RCO and Field Offices in the region, ensuring cost-effectiveness of all procurement, management agreements, and performance of suppliers and service providers. Oversees compliance with ICMPD´s procurement rules and procedures in application of contracts and agreements;

Oversee human resource processes for ICMPD employees assigned to the RCO and Field Offices in the region, ensuring compliance with ICMPD’s human resources regulatory framework and accurate management of human resources (HR) records, including compliance with the relevant Seat Agreement on local tax obligations for staff as applicable;

Oversee and organise travel processes, ensuring compliance with budget allocations and ICMPD´s rules and regulations;

Oversee efficient and effectiveorganisationofofficespace and orpremises,including the opening of Field Offices, in accordance with ICMPD’s rules and regulations. Provide guidance and support to the Resource Management Officer (RMO) Administration in the negotiation of lease agreements with the objective of ensuring best possible conditions and prices for ICMPD; Under the guidance of the ICMPD Senior Security Advisor and in close coordination with the RC, act as a security focal point. Ensure the implementation of safety and security management measures for ICMPD employees, premises, vehicles and operations, in alignment with the ICMPD Security Policy and Procedures. Serve as local point of contact with the relevant authorities for all safety matters.

4. Management of Project Support Teams (PST):

Plan and organise the work of the PST staff in the RCO and Field Offices in the region by allocating tasks, supervising task completion and coordinating work processes. Monitor the quality of work and take corrective action where required;

Assess the performance of, motivate and mentor staff under supervision

Keep staff abreast of developments relating to ICMPD´s rules, guidelines and business processes as well as organisational objectives;

Train and advise project staff and partners in ICMPD business processes, rules and guidelines; Facilitate andencourageknowledge development andinformationexchange in the PSTs, and with project teams and relevant units at HQ;

Provide guidance on rules, procedures and requirements to the ICMPD employees of the RCO and Field Offices;

Leaddevelopmentoftheregion-specificworkflows,andoperationalmanualsforspecificlocations in the region;

Actively participate in ICMPD-wide initiatives to improve systems and practices, development and implementation of processes and work tools, and formulation of procedures, guidelines and manuals.

3Key Results:

Effective and efficient coordination and cooperation with HQ Units and the PSO are established; RCO and Field Office resources are allocated, planned and managed for efficiency, effectiveness and economy;

Budgets are 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;

Internal control processes and financial controls are safeguarded, and certification functions are carried out with integrity and objectivity;

Regional workflows are put in place;

Human resource processes for ICMPD employees in the RCO and Field Offices are implemented according to ICMPD’s staff regulations and HR policies;

Procurement processes are overseen and supported according to ICMPD´s rules and good procurement practices;

Overall RCO and Field Office operations are managed, and administrative services, including ICT, are provided in a cost-effective and client-oriented manner;

ICMPD employees contractual arrangements are aligned with the relevant Seat Agreements and national legislation as applicable;

ICMPD´s security and safety measures are rigorously implemented, and security information is escalated promptly to secure employee safety and well-being.

Incumbent Profile:

Minimum of eight years’ relevant experience in the financial management of projects and programmes and/or audit, with significant responsibilities in budget preparation, resource planning, budget monitoring and analysis of implementation;

Experience in operations and administrative management at international level; Knowledge of internal control and enterprise resource planning (ERP) systems; Strong experience with financial management regulations, procedures and rules of the European Commission (EC) is an asset;

Demonstrated experience in the management of multi-cultural teams.

Corporate Qualifications:

Work experience in an international context;

Proficiency in verbal and written English. Proficiency in a major working language of the region concerned is an asset;

Master’s degree related to the area of work.

Compensation:

ICMPD offers a monthly gross salary to be calculated based on qualifications and experience. Additional benefits include Health and Accident Insurance and six weeks’ annual leave. Application Procedure:

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 thecourse oftheonline application, themotivation letter andpersonal CVmust be uploaded in the EuropeAid format in English. The template is available for download at http://www.icmpd.org/work-for-us/.

4All 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 recruitment@icmpd.org. General Information:

ICMPD retains the discretion to re-advertise the vacancy, to offer a different contract type and/or duration, or to cancel the recruitment.

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