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Finance and Administration Manager
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BACKGROUND
The Finance and Administration Manager, carries both an administrative and financial management role within the South Africa Office country portfolio and a financial management support role to the Mozambique office. The overall objective of this position is to ensure that the financial, human resources and administrative functions of the IUCN South Africa Programme are provided with effective, transparent and legally appropriate support in conformity with specific donor requirements, IUCN -ESARO policies and international best practice and standards. Additionally, the position actively supports the finance function of the IUCN Mozambique office with similar objectives as for those of the South Africa Office.
JOB DESCRIPTION
Working closely with the South Africa Programme team and Mozambique Office SFO, and reporting to the Regional Head of Finance and Administration and finance matters and the Head of the Country Office, on South Africa programme and related matters, the specific responsibilities of the Finance and Administration Manager are:
1. Programme Financial Management
a) Oversee, in partnership with the Programme Management Team the operation of financial and administrative systems for the IUCN South Africa office and projects.
b) Provide technical financial services support to Mozambique office
c) Provide information and advice to the Head of South Africa Office and project managers on budgets, procurement, financial and administration regulations, costs and norms.
d) Exercise authority over budget control and ensure the day-to-day functions of tracking income and expenditure through record keeping.
e) Provide overall control of cash transactions at IUCN South Africa offices, including cash transaction reporting and periodic unannounced checks on office cash reserves and management.
f) Maintain IUCN’s bank accounts and facilitate with bank for any query.
g) Perform final checking of requests for cash advances, reimbursements, purchase orders, ensuring correct financial procedures are undertaken.
h) Prepare donor financial reports to ensure consistency with underlying NAV records and compliance with IUCN (Swiss GAAP) and donor requirements.
i) Review donor financial reports produced by the Mozambique SFO to ensure consistency with underlying NAV records and compliance with IUCN (Swiss GAAP) and donor requirements before approval by the Regional Head of Finance and Administration.
j) Maintain donor contract files including addendums of such contracts as part of the efficient, robust and transparent filing system.
Financial support to IUCN South Africa Programme and Mozambique offices, and financial reporting
a) Coordinate preparations for and support implementation of external audits.
b) Advise managers and undertake steps to ensure efficient cash flow for core office functions and projects, including management of project and IUCN South Africa bank accounts, bank transfers, and liaison with ESARO Offices.
c) Track grant expenditures and prepare periodic financial update reports as required by project managers, donors, IUCN, auditors and partners in conformity with specific reporting requirements, and ensuring reconciliation of donor reports to the central finance system.
d) Work with project managers to prepare South Africa Programme annual budgets.
e) Advise on the development of project proposal budgets and carry out preliminary checking prior to submission to donors or ESARO Offices for financial assessment.
f) Ensure that the required monthly financial submissions are made to the RHoFA or any designated person in accordance with the standards and deadlines set by the appropriate authority.
g) Ensure that information as necessary is submitted to ESARO offices with regards to year-end, organisational and project audits and other ad-hoc requirements
h) Support the annual planning and budgeting process in accordance with instructions issued by ESARO, working with the Head of Office South Africa Country representative, project staff and representatives of partner institutions.
i) Process financial transactions in the ERP NAV system and ensure that all data processed is properly allocated and valid.
j) Reconcile all balance sheet accounts on a monthly basis and promptly inform the RHoFA if there are areas that require management attention.
k) Closely work with the Mozambique SFO to ensure that balance sheet accounts are reconciled and uploaded in the NAV check list in a timely manner.
l) Closely work with Mozambique senior finance officer to ensure that Implementing partners accounts are reconciled.
m) Reconcile the TRAFFIC account with IUCN on a monthly basis and ensure evidence of agreement of balances is on file.
n) Ensure compliance with mandatory statutory taxes such as PAYE, UIF and other requirements under South Africa laws
2. Administration & Procurement
a) Oversee the procurement of goods and services and usage and maintenance of all equipment including vehicles in the South Africa Office
b) Ensure adequate maintenance of office space and facilities services
c) Supervise the activities of administrative staff and ensure appropriate training for the team in order to obtain quality services
d) Record and maintain all assets and ensure they are correctly and clearly labelled.
e) Maintain an efficient, robust, transparent filing system which is easily accessible to internal or external inspection and scrutiny.
f) Maintain and up-date standard consultants contracts and perform checks on all consultants’ contracts.
3. Human Resources management
Work with the -Country Representative, South Africa and the Regional Human Resources Manager in the development and implementation of operational and human resources procedures. This will entail but not be limited to:
a) Advise line managers and staff on the interpretation and implementation of IUCN’s HR policies and procedures, and seek guidance from Regional HR Unit as necessary on any such interpretation
b) Ensure all HR policies, rules, procedures, HR forms, labour laws and country agreements are collated and readily accessible.
c) Manage and monitor the HR information in IUCN’s Human Resources Management System (HRMS) for IUCN South Africa for accuracy and timeliness.
d) Be the focal person in ensuring compliance with the Health and Safety Act in the country office and ensure that standards are adhered to as per the local labour laws;
e) Manage all personnel administration process in the South Africa Office i.e. Induction of staff, support recruitment processes, Process work permits applications, renewals and cancellations, Prepare work certificates, expatriate staff support etc.
f) Ensure IUCN complies with all local labour laws and all staff are registered with the appropriate authorities as needed
g) Oversee the payroll process in IUCN South Africa Office
4. Other Duties
Carry out other relevant tasks assigned by, and mutually agreed with, the line manager.
1. Programme Financial Management
a) Oversee, in partnership with the Programme Management Team the operation of financial and administrative systems for the IUCN South Africa office and projects.
b) Provide technical financial services support to Mozambique office
c) Provide information and advice to the Head of South Africa Office and project managers on budgets, procurement, financial and administration regulations, costs and norms.
d) Exercise authority over budget control and ensure the day-to-day functions of tracking income and expenditure through record keeping.
e) Provide overall control of cash transactions at IUCN South Africa offices, including cash transaction reporting and periodic unannounced checks on office cash reserves and management.
f) Maintain IUCN’s bank accounts and facilitate with bank for any query.
g) Perform final checking of requests for cash advances, reimbursements, purchase orders, ensuring correct financial procedures are undertaken.
h) Prepare donor financial reports to ensure consistency with underlying NAV records and compliance with IUCN (Swiss GAAP) and donor requirements.
i) Review donor financial reports produced by the Mozambique SFO to ensure consistency with underlying NAV records and compliance with IUCN (Swiss GAAP) and donor requirements before approval by the Regional Head of Finance and Administration.
j) Maintain donor contract files including addendums of such contracts as part of the efficient, robust and transparent filing system.
Financial support to IUCN South Africa Programme and Mozambique offices, and financial reporting
a) Coordinate preparations for and support implementation of external audits.
b) Advise managers and undertake steps to ensure efficient cash flow for core office functions and projects, including management of project and IUCN South Africa bank accounts, bank transfers, and liaison with ESARO Offices.
c) Track grant expenditures and prepare periodic financial update reports as required by project managers, donors, IUCN, auditors and partners in conformity with specific reporting requirements, and ensuring reconciliation of donor reports to the central finance system.
d) Work with project managers to prepare South Africa Programme annual budgets.
e) Advise on the development of project proposal budgets and carry out preliminary checking prior to submission to donors or ESARO Offices for financial assessment.
f) Ensure that the required monthly financial submissions are made to the RHoFA or any designated person in accordance with the standards and deadlines set by the appropriate authority.
g) Ensure that information as necessary is submitted to ESARO offices with regards to year-end, organisational and project audits and other ad-hoc requirements
h) Support the annual planning and budgeting process in accordance with instructions issued by ESARO, working with the Head of Office South Africa Country representative, project staff and representatives of partner institutions.
i) Process financial transactions in the ERP NAV system and ensure that all data processed is properly allocated and valid.
j) Reconcile all balance sheet accounts on a monthly basis and promptly inform the RHoFA if there are areas that require management attention.
k) Closely work with the Mozambique SFO to ensure that balance sheet accounts are reconciled and uploaded in the NAV check list in a timely manner.
l) Closely work with Mozambique senior finance officer to ensure that Implementing partners accounts are reconciled.
m) Reconcile the TRAFFIC account with IUCN on a monthly basis and ensure evidence of agreement of balances is on file.
n) Ensure compliance with mandatory statutory taxes such as PAYE, UIF and other requirements under South Africa laws
2. Administration & Procurement
a) Oversee the procurement of goods and services and usage and maintenance of all equipment including vehicles in the South Africa Office
b) Ensure adequate maintenance of office space and facilities services
c) Supervise the activities of administrative staff and ensure appropriate training for the team in order to obtain quality services
d) Record and maintain all assets and ensure they are correctly and clearly labelled.
e) Maintain an efficient, robust, transparent filing system which is easily accessible to internal or external inspection and scrutiny.
f) Maintain and up-date standard consultants contracts and perform checks on all consultants’ contracts.
3. Human Resources management
Work with the -Country Representative, South Africa and the Regional Human Resources Manager in the development and implementation of operational and human resources procedures. This will entail but not be limited to:
a) Advise line managers and staff on the interpretation and implementation of IUCN’s HR policies and procedures, and seek guidance from Regional HR Unit as necessary on any such interpretation
b) Ensure all HR policies, rules, procedures, HR forms, labour laws and country agreements are collated and readily accessible.
c) Manage and monitor the HR information in IUCN’s Human Resources Management System (HRMS) for IUCN South Africa for accuracy and timeliness.
d) Be the focal person in ensuring compliance with the Health and Safety Act in the country office and ensure that standards are adhered to as per the local labour laws;
e) Manage all personnel administration process in the South Africa Office i.e. Induction of staff, support recruitment processes, Process work permits applications, renewals and cancellations, Prepare work certificates, expatriate staff support etc.
f) Ensure IUCN complies with all local labour laws and all staff are registered with the appropriate authorities as needed
g) Oversee the payroll process in IUCN South Africa Office
4. Other Duties
Carry out other relevant tasks assigned by, and mutually agreed with, the line manager.
REQUIREMENTS
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• At minimum of a University degree in accounting, finance or business administration. Significant progress towards a recognized professional accounting qualification such as part CIS, ACCA, CIMA, CPA is an added advantage. • At least 5 years work experience in a relevant position, preferably in an international organisation. • An excellent understanding of the Administration and Human Resources functions and practices. • Experience with international NGOs working in the field of development cooperation Programmes. • Experience of working with Enterprise Resource Planning software is highly desirable. Exposure to/ familiarity with Microsoft Dynamic NAV ERP system will be a distinct advantage. • Familiarity with the South African tax regulations, Labour Laws and NGO regulatory framework. • Fluency in both written and spoken English a must. An appreciation of the Portuguese language will be an added advantage. • Demonstrated ability to work with limited supervision to prioritize tasking and manage workflow in a high pressure environment • Adheres to IUCN ESARO core values of Transparency, Inclusiveness, Professionalism and Accountability; • Demonstrated ability to work with limited supervision to prioritize tasking and manage workflow in a high pressure environment. • Must be a strong team player with proven communication and diplomacy skills and ability to work effectively with multicultural and multidisciplinary teams displaying sensitivity and respect for diversity • Strong analytical capabilities, attention to detail and high levels of accuracy; • Must be a hands-on, highly motivated, results driven and resourceful individual • Excellent relationship management and communication skills with the ability to work in a dynamic team environment • Demonstrates good people -management experience including supervision of staff • Able to make objective decisions and resolve problems, exercise the highest responsibility to handle confidential and sensitive issues in a reasonable and mature manner, • Committed to continuous learning and proactive and mature attitude towards self-development |
APPLICATIONS
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: https://www.iucn.org/involved/jobs/
About IUCN
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 1,400 Member organisations and around 16,000 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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