Finance and Administrative Officer

Description

• 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
• International IDEA is implementing a four-year programme “Support to Democratic Governance in Mozambique” with funding from the European Union. The programme has been developed to provide support during and after the upcoming 2024 general elections in Mozambique, which present an opportunity to strengthen democratic institutions and processes in the country
• The Finance and Administrative Officer provides high level financial and administrative support for the Maputo Office, in accordance with the Project’s needs and requirements, and in line with International IDEA and donor policies and procedures. The incumbent is also responsible for accounting, payments, bank account management, and support to the office on financial and procurement aspects

Duties

• Processes invoices, project advance requests, project expenditure reports for utilities, fuel etc., and prepares payment requests accordingly
• Reviews expenditure control in relation to the Maputo office, ensuring adherence to International IDEA policies and procedures, and advising team members on possible cost saving measures
• Prepares and supports the finance administration and management of contracts and agreements for service providers and/or partner organizations, and monitors/manages performance according to agreed deliverables
• Coordinates and monitors the usage and maintenance of the office equipment and vehicles
• Prepares and follows up regarding the collection of VAT refunds from the Mozambique Government Revenue Authority and customs authorities where applicable
• Prepares monthly expenditure receipts and reports after entering the data into the centralized accounting system (UBW)
• Reconciles bank statements and petty cash funds of the office on a monthly basis
• Produces and regularly updates cash flow forecasts and notifies the Finance and Administrative Manager when to make remittance requests to International IDEA Headquarters to ensure sufficient funds are available to meet program commitments
• Operates and maintains use of computerized accounting systems and spread sheets to assist with day-to-day accounting procedures and reporting requirements
• Ensures compliance with donor financial and procurement policies for donor funded projects
• Conducts risk management in line with International IDEA’s risk management policies and procedures
• Prepares and maintains records for fixed assets and updates them on a quarterly basis
• Facilitates the Institute’s Custom process in collaboration with the Ministry of Foreign Affairs, DHL or UPS

Requisites

• University degree in business, financial management or other relevant discipline
• Minimum three (3) years of progressive responsibility in 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, considered an advantage
• Excellent knowledge of Microsoft Office package (including MS Work, Excel, and PowerPoint) and Internet is required; Knowledge of ERP systems (particular Unit4) is desirable
• Fluency in written and oral English and Portuguese is required. Fluency in an International IDEA priority region (Arabic, French, Spanish) is desirable

General Profile

• Has developed knowledge and skills through formal training or work experience
• Adds value to team-based activities in his/her 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 diversity perspective in all activities

Notes

• Reports to Finance and Administrative Manager
• Terms of Contract:
• Fixed term appointment until 30 December 2027
• Remuneration - USD 2 537 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 Mozambique for the duration of the contract. International IDEA is not able to support work permit applications
• 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