Regional Finance and Operations Manager

Job Description

Context

The Regional Finance and Operations Manager, Asia-Pacific is responsible for providing complete project management support, both financial and contractual to Project Managers across the Asia Pacific Programme (AP). The Regional Finance and Operations Manager, Asia-Pacific will support all projects across the AP Programme and will act as a supportive focal point for advice on the management of grants, budgets, contracts and procurement. In the regional office, this position is also currently assigned to oversee office administration, support local HR processes and facilitate risk management process for the region.

Duties and Responsibilities

• Provides expert guidance and support to Project Managers in respect to the management of grants, budgets, contracts and procurement;
• 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; Provides Project Managers with project analysis, highlighting project expense and budget deviation;
• Monitors adherence to donor 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;
• Provides guidance, review and quality control for all donor funded projects across the programme, including but not limited to donor financial reports and partners’ financial reports;
• Guides overall policy compliance and quality control;
• Arranges and assists in the preparation of independent project audits and management responses as needed;
• Provides advice and support to Staff Members on matters related to procurement/public tendering, and intellectual property;
• Reviews draft partnership agreements and consultant/supplier contracts for the regional projects; Reviews all contracts from the country offices requiring Regional Director’s approval; Ensures compliance with International IDEA procurement policies and procedures;
• Contributes to team-based activities, focusing on strengthening the overall finance and administrative functions;
• Supports local Human Resources processes and oversees compliance with Australian labour law regulations and all the related paperwork and reporting (tax office etc.);
• Facilitates risk management process in the region;
• Leads and trains staff in the AP region in the implementation of the new ERP starting from Jan 2020.

General Profile

• 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 Asia and the Pacific 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.
• Has considerable experience in managing compliance with local laws (e.g. Australian labor rules, business registrations and reporting to tax office and other regulatory agencies).

Leadership

• Direct supervision of Administrative Officer and Regional Finance Assistant at the Canberra Office;
• Indirect or functional supervision and/or advisory of finance managers and staff in country offices within AP including long-term finance consultants in countries where International IDEA operates;
• Acts as a model and resource for more junior colleagues;
• 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 financial 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 six (6) 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;
• Familiarity with local Australian labor and tax rules, business registrations and reporting compliance preferred.

Applying for this position:

• Applications should be submitted online no later than 11 March 2020. Please note that all applications must be made in English.
• You may apply directly by pressing the Send Application button

About the Organization

The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. International IDEA’s mission is to support sustainable democratic change by providing comparative knowledge, and assisting in democratic reform, and influencing policies and politics.