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Grants and Portfolio Management Officer

Vacancy #:   6135
Unit:   Asia - Regional Finance Unit
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   Asia Regional Office, Bangkok, Thailand
Reporting to:   Head of Regional Finance and Integrated Corporate Services
Work percentage:   100%
Grade:   P2
Expected start date:   01 December 2022
Type of contract:   Fixed-term (24 months with possibility of renewal)
Closing date:   30 September 2022
This is a local recruitment. Only Thai nationals, individuals with residence status or the appropriate employment visa for Thailand are eligible to apply. The remuneration and benefits package for this position is established with reference to the local labour market and in line with the IUCN conditions of service for Thailand.

The Asia Regional Office (ARO) provides high quality and efficient financial and administrative services to support the regional portfolio of projects. These services include, amongst others, support in financial planning, budget development, contracting (with donors, implementing partners and consultants), procurement, donor reporting and cost centre management.

With the considerable growth of IUCN Asia’s regional portfolio in recent years, there is a need for tailored financial services for grants and contracts towards optimal performance in project development and implementation. Grant and Portfolio Management Officer is expected to build a business partner relationship with managers of the regional programme and individual projects, including to liaise between Finance and Programme units at ARO.

The Grant and Portfolio Management Officer will be responsible for delivering effective and efficient finance services to the Asia regional project portfolio. The position ensures consistent application of relevant IUCN financial and related administrative procedures throughout the regional portfolio, as well as fiduciary and quality assurance to meet donor contractual conditions.

The position facilitates implementation of IUCN policies and guidelines for efficient and effective financial and administrative management of project grants and contracts in Asia, through regionally adapted tools, templates, reports and procedures. In addition, the position helps develop best practices and enhance capacity across the regional team, as well as acts as point of expertise and go-to-person for advice on financial matters for project grants and contracts.


Financial Management Oversight of Regional Portfolio
• Oversee compliance and quality assurance for project financial management policies, guidelines and processes across the Asia regional portfolio; identify weaknesses and recommend improvements in internal controls as necessary.
• Guide, train and coach the finance and project staff in country offices to enhance their capacities for budgeting, monitoring and reporting – including functionalities of ERP system and other tools.
• Work closely with Regional Programme Management team to review and reconcile project budget data in the IUCN project portal, and to conduct progress monitoring of projects and portfolios.
• Review donor agreements for alignment with project costing framework and achieving full cost recovery and financial sustainability across the regional portfolio.

Project Budgeting and Financial Planning
• Support and advise project managers in preparing project proposal budgets to ensure alignment with IUCN’s project budgeting framework, as well as with relevant donor templates and guidelines.
• Ensure that correct staff time charge-out rates are applied to projects in accordance with donor requirements and in compliance with IUCN’s time management policy.
• Guide and support project teams in the use of budgeting instruments, such as the budget review tool and the finance checklist for donor contracts.
Project Financial Management Support to Regional Office
• Provide financial management, accounting and administration support services to projects directly managed by units at the Regional Office such as in preparing grant agreements and amendments, monitoring budget expenditures and disbursements, and in financial and donor reporting.
• Manage cash flows for projects including for invoices, cash balances and deficits.
• Provide financial management support services to the regional task management team for GEF (Global Environment Facility) and GCF (Green Climate Fund) in project development and implementation.
• Chairs the ARO Procurement Committee and coordinates with the Administration Team in procurement-related transactions.

Coordination of Project Audits
• Manage the regional list/calendar of internal and external project audits to ensure these are carried out in a timely manner and in accordance with contractual obligations and donor requirements.
• Review audit reports, prepare responses to audit observations, and follow up with concerned staff and units in the implementation of audit recommendations.
• Maintain files of all audit reports as per record-keeping requirements of the regional office and headquarters.

Contracts Management
• Work closely with Regional Programme Management and Corporate Services teams in project pipeline management, by providing timely financial review of contracts for project grants and commissioned services.
• Review due diligence reports of implementing partners, with special focus on projects under GEF-GCF and those with sub/re-granting arrangements.
• Work closely with Human Resources team to review consultancy contracts, by ensuring alignment between the requested external services and the projects’ financial resources and workplans.

General Support to Regional Finance
• Support the Head of Regional Finance pertaining to i) year-end closing, especially those relating to provisions for project deficits and write-offs; and ii) financial analytical information to periodically submit to senior regional and global management teams.
• Collaborate with ARO Finance and Corporate Services teams in ensuring efficient workflows and business processes including for the relevant cost/internal controls.
• Perform other tasks that may be assigned by the line manager.
  • Master’s degree in finance-related disciplines, with additional professional trainings and certifications.

• Minimum five years of work experience in progressively senior finance and/or operations management roles, preferably with international non-profit organisations.

• Hands-on experience in programme/project financial management including for budgets, contracts and reports.

• Knowledge of key donors’ guidelines and requirements in preparing project budgets and in periodic financial reports.

• Practical skills in the use of integrated financial systems and ERPs, and in contributing to team efforts for process improvement and systems development.

• Ability to work and function in a multicultural and multidisciplinary environment, including to deliver work outputs with tight deadlines.

• Proficient in written and spoken English.
The minimum gross annual salary for this position is THB 1'343'693. While this is an indicative amount effective as of the current date, changes may occur as per IUCN's compensation practices without prior notice. The same applies to other organisations hosted by IUCN.

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/

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IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

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