Location: Stockholm, Sweden
Last Date: November 14, 2010
The International Institute for Democracy and Electoral Assistance — 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.
Project Financial Officer (2 Posts)
The main functions of the post:
Under the supervision of the Finance Manager, the Project Financial Officer is responsible for providing complete project management support – both financial and contractual - to project managers and programme directors. The Project Financial Officer will support a portfolio of projects and will act as focal point for project managers for grants, budgets and contracts.
Duties and Responsibilities:
Grant management
Provides expert guidance and support to project managers in all matters related to grants;
Ensures project proposals and funding requests are prepared in conformity with International IDEA’s internal policies as well as client application requirements and include adequate costing of activities, human resource needs and administrative costs ;
Negotiates client agreements to ensure efficient administration of financial and contractual requirements in line with International IDEA's internal policies;
Monitors adherence to client agreement requirements within the framework of the Institute’s internal policies, with special focus on timelines of reporting, invoicing, and disbursement;
Prepares financial statements and expenditure reports on client funding for project managers, clients and others as required;
Advises staff and liaises with clients as pertains to contract management;
Makes arrangements for independent audits of projects as required.
Budget Management
Provides support and guidance to project managers on preparation of annual budgets;
Tracks the financial progress of projects. Analyses project expenses as required, underlines budget deviations and provides managers with analysis;
Provides budget management support to project managers through monthly project budget reviews.
Contract and Agreement
Advises and trains staff on public tendering and use of IDEA contract templates and related documents;
Reviews and corrects draft partnership agreements and consultant/supplier contracts. Ensures contract compliance with both client/partners restrictions and IDEA internal policies;
Provides advice on matters related to intellectual property where donors provide the initial funding in collaboration with the Publications office.
Policy and Systems Development
Contributes to the development and enhancement of International IDEA internal policies, procedures and templates relating to budgets, contracts and grants;
Contributes to the customization of International IDEA’s ERP system, Maconomy, through gap and workflow analysis, recommendation of new system features, engagement of the Maconomy consultant developers, beta testing, and dissemination/training of staff;
Builds business reports through SAP Business Objects and trains staff in their use;
Ensures contracts and project budgets are registered in Maconomy correctly, maintains files and archives and keeps accurate records of financial and contractual actions.
General Support
Actively integrates the inclusion of a gender perspective in all activities;
Performs other related tasks as assigned by the Finance Manager.
Qualifications and Required Skills
Education:
University degree in Accounting, Business Administration, Contract Law, Economics, Finance Management or equivalent.
Professional Experience:
Minimum five (5) years experience as Project Financial Officer or similar position managing project-based contracts and budgets in an international organization; Exposure to different donor practices is highly desirable;
Solid knowledge of procurement and contracting concepts, tendering, contract design and administration issues, multi-party agreements. Ability to draft non-routine contractual instruments and use independent judgement and creativity in resolution of contract issues;
Solid knowledge of project design, grant administration and management, including budgeting, costing of proposals, monitoring implementation and acquittal of funds;
Working knowledge of copyright principles and experience with publishing agreements would be a considerable asset.
Functional Competencies:
High level of numeracy and logical thinking;
Initiative and ability to work independently, set priorities and perform under pressure with accuracy and dedication;
Ability to establish positive working relationships at various levels, internally and externally;
Strong client orientation and excellent organizational and follow-up skills;
Excellent communication and presentation skills, both written and spoken.
Computer skills:
Knowledge of Microsoft Office package and Internet;
Proficiency in working with SQL based financial management information systems;
Knowledge of database programmes in financial analysis, fiscal management and financial reports;
Knowledge of major international accounting & budget systems - previous experience with ERP systems, especially Maconomy would be highly valued.
Language Skills:
English: Excellent knowledge both written and orally.
Other: Considered an asset.
Criteria for Professional Performance: The incumbent is expected to act according to a set of principles when carrying out his/her responsibilities, as appropriate to their role, display the following characteristics:
Be a Facilitator of Change
Get Results/ Be Accountable and Proactive
Be a Model of Integrity
Celebrate Diversity
Be a Team Worker
Strive for Success and Excellence
Plan and Organize
Terms of contract: Three (3) Year Fixed Term Appointment
International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.
To apply: please submit an application to http://www.idea.int
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
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