Payroll Officer at International IDEA

Location: Stockholm, Sweden
Last Date: June 21, 2010

The International Institute for Democracy and Electoral Assistance ¡X International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. International IDEA acts as a catalyst for democracy building by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.

International IDEA¡¦s notable areas of expertise are: electoral processes, political parties, constitution-building processes, democracy and gender and democracy assessments. International IDEA works worldwide. It is based in Stockholm, Sweden, and has offices in Brussels, New York, Latin America, Africa and Asia.

Division of Finance and Administration

Payroll Officer
Main functions of the post:
„X To execute and administer the monthly payroll of IDEA, including pensions, reimbursements and travel claims;
„X To maintain up to date payroll files and folders;
„X To assist with the day to day running of the Finance unit.

1. Duties and Responsibilities:
Under the immediate supervision of the Finance Manager the incumbent performs the following duties:
Payroll:
„X Prepares the monthly payroll for all Staff at IDEA: entering and recording relevant information for each individual, and informing Staff of any changes to their salary and/or entitlements;
„X Executes, with the highest level of confidentiality and within deadlines, monthly salary and other related payments, in multiple currencies for all Staff engaged at IDEA;
„X Executes and administers payments, using the Finance system, for approved travel claims and reimbursements;
„X Prepares and processes monthly timesheets;
„X Maintains relevant payroll files and spreadsheets;
„X Reports monthly any relevant salary updates and changes to the appropriate external authorities and insurers / pension providers, so as to comply with Swedish Tax and Social Security regulations;
„X Administers and executes pension payments, for all International Staff Members of IDEA, in a timely and accurate fashion on a monthly and/or annual basis, as well as reconciling with the Institute¡¦s pension broker where applicable;
„X Executes monthly payments and reconciliations of Swedish taxes and Social Security payments, by ensuring the completion, approval and submission of the relevant official forms and the processing of bank transfers;
„X Responds to general queries relating to salaries, pension, reimbursements or other related payroll areas, and informs Staff Members, when required, of any payroll related procedures;
„X Assists with the reconciliation of payroll accounts in the general ledger, so as to support the accuracy of the books of account with particular emphasis on preparation of end-of-year accounts;
„X Continuously seeks to improve the efficiency of working processes, including payroll software, by analysing potential areas or improvements and making recommendations to the Finance Manager;
Finance:
„X Provides overall support to the Finance Manager (exact duties to be defined);
General:
„X Prepares periodic reports, for the Human Resources Unit and/or Finance Unit;
„X Reports upcoming events and/or areas of concern such as contract expirations, separations, high levels of absence or unused leave, to the Head of Human Resources;
„X Provides data for a variety of accounting, budgeting and/or human resources related activities and tasks;
„X Actively integrates the inclusion of a gender perspective in all activities;
„X Performs any other duties as requested by the Finance Manager and/or any other delegated person.

2. Qualifications and skills:
Basic qualification requirements:
2.1 Level and type of formal education:
„X High School diploma and preferably post-secondary education in accounting or finance related areas.
2.3 Professional experience:
„X Minimum 3 years of relevant working experience in payroll administration, and experience working with HOGIA or a similar payroll package;
„X Experience in dealing with external authorities such as the Swedish tax office, social security office, etc and knowledge of their regimes;
„X Working experience in an international environment is an asset.
2.4 Functional competencies;
„X Excellent organisation skills, ability to handle confidential information and to work in a multicultural team;
„X Excellent communication and presentation skills, written and spoken;
„X Excellent interpersonal skills and highly numerate;
„X Ability to work both independently, with minimum supervision and in teams.
2.5 Work relationships:
„X Ability to appreciate diversity and work as part of a team in such an environment;
„X Ongoing collaborative contact with International IDEA offices (sub regional, regional and HQ);
2.6 Supervisory responsibilities:
„X none.
2.7 Independence of work:
„X Independent work within the general framework of International IDEA¡¦s Strategy and Programme of Operations;
„X General International IDEA guidelines apply.
2.8 Impact of work:
„X The work has a direct impact on the implementation of International IDEA¡¦s key impact areas at headquarters.
„X Errors or failure to perform may seriously compromise the capacity of International IDEA to accomplish the goals specified in the work plan.
2.9 Difficulty of work:
„X The incumbent is expected to show a high level of professionalism, personal initiative and creativity. S/he should be able to work under tight deadlines and to cope with situations of stress and in addition should be willing to travel on official missions.
2.10 Language skills:
„X English: Fluent written and oral;
„X Swedish: Good;
„X Other: Any other widely spoken language at International IDEA would also be an asset.
2.11 Computer skills:
„X Excellent knowledge of Microsoft Office, databases, internet and web search tools;
„X Payroll systems.

3. Criteria for Professional Performance
The incumbent of this post is expected to act according to a set of principles when carrying out her/his responsibilities both at Headquarters and in the field and, as appropriate to their role, display the following characteristics:
„X Be a Facilitator of Change
„X Get Results/ Be Accountable and Proactive
„X Be a Model of Integrity
„X Celebrate Diversity
„X Be a Team Worker/Builder
„X Strive for Success and Excellence
„X Plan and Organize

Terms of contract: 3 Year Fixed Term Appointment

This position is open to those legally authorized to work in Sweden. 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.

Should internet not be an option, applications can be submitted to International IDEA by fax: +46-20 24 22 or by post: International IDEA, SE-103 34, Stockholm, Sweden

http://www.idea.int/about/vacancies/index.cfm