Job Description
Finance and Planning Officer - Chile
Context
The Finance and Planning Officer provides project management support, both financial/contractual and strategic planning for the Regional Office. The post holder supports a portfolio of projects and is a focal point for advice on the management of grants, budgets, contracts and procurement. The Finance and Planning Officer facilitates the annual strategic planning process, consolidates quarterly project/narrative reports and facilitates the risk management process.
Duties and Responsibilities
- Provides guidance and support in respect to the management of grants, budgets, contracts and procurement;
- Supports the Director Latin America and the Caribbean (LAC) Region in fundraising efforts, including the monitoring of call for proposals and opportunities, communication with donors and elaboration of project proposals;
- Ensures project proposals and funding requests are prepared in conformity with International IDEA’s internal policies and procedures, including adequate costing of activities, human resource needs and administrative tasks;
- Tracks the financial progress of projects; providing project analysis, highlighting project expense and budget deviation;
- Monitors adherence to client agreement requirements within the framework of International IDEA’s internal policies and procedures, ensuring focus is on delivery of reporting, invoicing and disbursement timelines;
- Analyses and presents financial reports in an accurate and timely manner; clearly communicates monthly and annual financial statements; collates financial reporting materials for all donor segments, and oversees all financial, project/program and grants accounting;
- Guides overall compliance and quality control; Arranges independent audits;
- Provides advice and support on matters related to public tendering, and intellectual property;
- Reviews draft partnership agreements and consultant/supplier contracts; ensures compliance with International IDEA policies and procedures;
- Contributes to the design and implementation of LAC Programme work plans and budgets according to International IDEA procedures;
- Follow up on fulfilling the Chile Government’s requirements derived from International IDEA’s status as an international mission;
- Serves as a liaison between LAC´s national offices and the Regional Office, and between the Regional Office and Headquarters.
General Profile
- Will contribute to assigned projects throughout the project life cycle, i.e. from project design and funding to project assessment; will contribute to meetings and discussions, providing relevant input;
- Analyzes performance and identifies issues and trends affecting project funding; recommends the use of appropriate programme tools and strategies;
- Develops financial proposals and technical tools to address identified programme needs in the specialized area of project funds accounting;
- Is recognized as a knowledge resource in his/her broad professional community;
- Can work with minimal guidance and supervision;
- Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute;
- Acts as a model or mentor for less experienced colleagues;
- Can be expected to travel globally to any geographical area involved in his/her projects;
- Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
- Integrates a gender and diversity perspective in all activities.
Reporting Line
- Director Latin America and the Caribbean Region.
Programmatic Knowledge
- Has in-depth knowledge in own discipline and good understanding of related disciplines to be able to approach programmatic issues in a holistic manner.
Operational Knowledge, skills and experience
- Collaborates with internal Project Managers and external donor finance functions to align financial and technical reporting to ensure the integrity of the project/programme;
- Advises programme staff in the development of technical proposals of new projects, preparation of reports and project briefs, and such other activities related to resource mobilization and partnership building;
- Integrates a results-based approach into the design, management and evaluation of all his/her activities;
- Has a good understanding of relevant programmatic issues in the key geographical zone where his/her work is implemented – which may imply field experience at some point;
- Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management in past experiences.
Leadership
- Acts as a model or mentor for less experienced colleagues; develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary;
- People management responsibility over administrative staff and consultants is expected;
- May assume project management responsibilities.
Problem Solving
- Identifies and resolves complex problems; approaches issues with new perspectives; analyses situations from a multitude of intervening factors.
Impact
- Has a clear impact on the development and delivery of projects and programmes;
- Can also impact other teams and projects in related fields.
Communication and Interpersonal Skills
- Liaises to all internal and external stakeholders involved in his/her portfolio; acts and is perceived as an initiator of relevant communication to solve issues;
- Drives projects and assignments through communicative personal energy and engagement;
- Translates financial concepts to, and effectively collaborates with colleagues who do not necessarily have finance backgrounds;
- Can explain sensitive information with diplomacy, and build consensus.
Education and Experience
- University degree in financial management, business management or equivalent;
- A minimum of five (5) years of professional experience in programme/project design and grant management, including budgeting, costing, monitoring and implementation.
- Technical knowledge and skills in contracting, procurement and tendering concepts and design.
Terms of Contract
Local Post. Fixed term appointment until 31 December 2017. Salary 2 635 500 CLP per month.
Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Chile.
Deadline for applications:
Applications should be submitted no later than 22 May 2016. 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.
