Administration and Finance Manager
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BACKGROUND
Our mission: “To influence, encourage & assist societies throughout the world to conserve the integrity & diversity of nature & to ensure that any use of natural resources is equitable & ecologically sustainable.”
IUCN is a world leader in developing knowledge and understanding for effective conservation action. A unique worldwide partnership, IUCN brings together states, government agencies & NGO members, & some 10,000 scientists & experts from 181 countries in a global web of networks to provide a neutral forum for dialogue & action on environment & sustainable development issues.
The IUCN Regional Office for Central and West Africa is located in Ouagadougou, Burkina Faso. It has responsibility for all the offices in Central and West Africa, and has over 200 staff members working in its offices in Burkina Faso, Guinea Bissau, Mali, Mauritania, Senegal, Niger, Cameroon, Nigeria, Ghana, Gabon, Congo DR, Congo.
Overall purpose of the job
Under the direct supervision of the Head of Cameroon Programme and maintaining functional reporting relationship with the Regional Head, Administration and Finance (RHFA) as well as with HQ Finance Units, the PFAO based in Yaoundé will mainly plan and manage the financial operations of the duty station programmes. He/she will have the following responsibilities:
IUCN is a world leader in developing knowledge and understanding for effective conservation action. A unique worldwide partnership, IUCN brings together states, government agencies & NGO members, & some 10,000 scientists & experts from 181 countries in a global web of networks to provide a neutral forum for dialogue & action on environment & sustainable development issues.
The IUCN Regional Office for Central and West Africa is located in Ouagadougou, Burkina Faso. It has responsibility for all the offices in Central and West Africa, and has over 200 staff members working in its offices in Burkina Faso, Guinea Bissau, Mali, Mauritania, Senegal, Niger, Cameroon, Nigeria, Ghana, Gabon, Congo DR, Congo.
Overall purpose of the job
Under the direct supervision of the Head of Cameroon Programme and maintaining functional reporting relationship with the Regional Head, Administration and Finance (RHFA) as well as with HQ Finance Units, the PFAO based in Yaoundé will mainly plan and manage the financial operations of the duty station programmes. He/she will have the following responsibilities:
JOB DESCRIPTION
• Assist in providing directions and guidance in improving systems and procedures that will support program delivery in accordance with sound financial controls, standards, policies, laws and regulations
• Assist with the budgeting process (elaboration, submission, review/ adjustment and implementation)
• Prepare monthly income and expenditure statements and send to Regional Office for HQ
• Prepare and consolidate the Annual Financial Statements for Cameroon and Forest Programmes
• Maintenance of the ABC list on the KN or any other tool adapted by IUCN
• Supervise and provide support to finance staff of the entities and country program or project offices
• Liaise with the regional office in clearing items in the current account
• Organise internal and external audits and ensure that agreed recommendation are followed up
• Ensure that required financial information and reporting requirements to the Regional Office, HQ and Donors are complied with and submitted in a timely and satisfactory manner
Internal Control Environment
• Taking into consideration external and internal audit recommendations, maintain an adequate internal control environment by reviewing and improving existing financial controls to ensure the provision of accurate and timely financial information, safeguarding of assets, and adherence to IUCN policies and compliance with local laws.
Accounting and Reporting
• Ensure that the accounting system is kept up to date and provides the basis for an efficient financial information system for both internal and external users, in compliance with IUCN accounting policies and legal and statutory requirements
• Maintain adequate accounting files in line with IUCN requirements and to facilitate the work of auditors.
• Complete monthly close-off within a due time each month and send a back-up of Sun Accounts to the RHF PACO & Chief of Accounts at HQ
• Distribute project financial reports each month to the project managers and the RHF
• Reconcile current accounts as per HQ instructions
• Complete quarterly, midyear and year-end accounts in accordance with instructions issued from HQ.
Treasury Management
• Monitor the liquidity situation of the Office and manage the cash and bank accounts in an effective manner, make sure same task is done in the entities under the direct supervision of the office;
• Ensure that cash receipts and disbursement are properly supported with relevant evidential documentation and that all cash and bank balances are correctly reconciled on a monthly basis and in a timely manner with the records maintained.
• Request via the regional office, funds from HQ or from donors on a timely basis;
Planning, Budgeting and Forecasting
(i) Budget Management
• In conjunction with the RFAH and following the instructions sent from HQ, manage the overall financial planning system for Cameroon Programme and Forest Programme entities, including budget and ABC project list forecast.
• In collaboration with Programme Coordinators, ensure the update of the regional pipeline of projects (ABC list). Revise annual forecast at the minimum as per instructions from HQ.
• Liaise with RHFA for allocation of new project numbers ensuring that all relevant documents for new projects are prepared and sent to him/her
• Regularly review the financial status of income and expenditure of all projects against the agreed budget. Discuss any potential problems with Project Managers and Country program officer and bring any actual or potential problems to the attention of the RHF, with special attention to projects in deficit.
• Ensure the monthly booking and cross charging of management fees and staff time.
• Prepare donor financial reports, invoices and related correspondence. Follow up of overdue invoices
(ii) Project Contract negotiation
• Ensure that the project budgets are in accordance with IUCN financial policies and are prepared in a format consistent with IUCN accounting requirements.
• Provide cost data of the various resource inputs to programme personnel to prepare and update project budgets
• Prepare annual calculation and updating of staff time rates.
Administration
• Provide overall supervision in the management of the Administration and General Services Unit
• Oversee Office Maintenance and manage the purchasing function of the country office
• Supervise and evaluate performance of Administration and General Services Staff
• Prepares Administration and General Services budget and monitors spending thereof
• Provide appropriate support to the HR officer for staff and consultant contracts; and the payment of salaries and consultancy fees
• Organize, monitor and supervise the work of the administrative staff and the relationships with providers;
• Insure the quality of and security in the workspace, and monitor water and electricity consumption of the office
• Keep all staff informed about admin procedures and insure their effective implementation.
General
• Provide leadership and guidance in all matters pertaining to finance (including taxation and other issues having a Finance implication) and give advice and support to all those needing it.
• Carry out other duties as may be assigned from time to time.
• Assist with the budgeting process (elaboration, submission, review/ adjustment and implementation)
• Prepare monthly income and expenditure statements and send to Regional Office for HQ
• Prepare and consolidate the Annual Financial Statements for Cameroon and Forest Programmes
• Maintenance of the ABC list on the KN or any other tool adapted by IUCN
• Supervise and provide support to finance staff of the entities and country program or project offices
• Liaise with the regional office in clearing items in the current account
• Organise internal and external audits and ensure that agreed recommendation are followed up
• Ensure that required financial information and reporting requirements to the Regional Office, HQ and Donors are complied with and submitted in a timely and satisfactory manner
Internal Control Environment
• Taking into consideration external and internal audit recommendations, maintain an adequate internal control environment by reviewing and improving existing financial controls to ensure the provision of accurate and timely financial information, safeguarding of assets, and adherence to IUCN policies and compliance with local laws.
Accounting and Reporting
• Ensure that the accounting system is kept up to date and provides the basis for an efficient financial information system for both internal and external users, in compliance with IUCN accounting policies and legal and statutory requirements
• Maintain adequate accounting files in line with IUCN requirements and to facilitate the work of auditors.
• Complete monthly close-off within a due time each month and send a back-up of Sun Accounts to the RHF PACO & Chief of Accounts at HQ
• Distribute project financial reports each month to the project managers and the RHF
• Reconcile current accounts as per HQ instructions
• Complete quarterly, midyear and year-end accounts in accordance with instructions issued from HQ.
Treasury Management
• Monitor the liquidity situation of the Office and manage the cash and bank accounts in an effective manner, make sure same task is done in the entities under the direct supervision of the office;
• Ensure that cash receipts and disbursement are properly supported with relevant evidential documentation and that all cash and bank balances are correctly reconciled on a monthly basis and in a timely manner with the records maintained.
• Request via the regional office, funds from HQ or from donors on a timely basis;
Planning, Budgeting and Forecasting
(i) Budget Management
• In conjunction with the RFAH and following the instructions sent from HQ, manage the overall financial planning system for Cameroon Programme and Forest Programme entities, including budget and ABC project list forecast.
• In collaboration with Programme Coordinators, ensure the update of the regional pipeline of projects (ABC list). Revise annual forecast at the minimum as per instructions from HQ.
• Liaise with RHFA for allocation of new project numbers ensuring that all relevant documents for new projects are prepared and sent to him/her
• Regularly review the financial status of income and expenditure of all projects against the agreed budget. Discuss any potential problems with Project Managers and Country program officer and bring any actual or potential problems to the attention of the RHF, with special attention to projects in deficit.
• Ensure the monthly booking and cross charging of management fees and staff time.
• Prepare donor financial reports, invoices and related correspondence. Follow up of overdue invoices
(ii) Project Contract negotiation
• Ensure that the project budgets are in accordance with IUCN financial policies and are prepared in a format consistent with IUCN accounting requirements.
• Provide cost data of the various resource inputs to programme personnel to prepare and update project budgets
• Prepare annual calculation and updating of staff time rates.
Administration
• Provide overall supervision in the management of the Administration and General Services Unit
• Oversee Office Maintenance and manage the purchasing function of the country office
• Supervise and evaluate performance of Administration and General Services Staff
• Prepares Administration and General Services budget and monitors spending thereof
• Provide appropriate support to the HR officer for staff and consultant contracts; and the payment of salaries and consultancy fees
• Organize, monitor and supervise the work of the administrative staff and the relationships with providers;
• Insure the quality of and security in the workspace, and monitor water and electricity consumption of the office
• Keep all staff informed about admin procedures and insure their effective implementation.
General
• Provide leadership and guidance in all matters pertaining to finance (including taxation and other issues having a Finance implication) and give advice and support to all those needing it.
• Carry out other duties as may be assigned from time to time.
REQUIREMENTS
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• • University Degree in Accounting, Finance, Business, administration or related field. • Minimum of pertinent five years of previous work experience in the domain preferably with an international organization • Demonstrated interpersonal and communication skills, • Sound mastery of English and French • Demonstrated computer skills • Knowledge in accounting and ERP softwares especially SUN ACCOUNT • Ability to supervise and lead staff, including training and conflict management skills • Demonstrated capacity to work in a multicultural and multi-ethnic setting • Understanding of health and safety in the workplace • Time management skills and the ability to prioritize tasks • High degree of initiative and self motivation and ability to work under pressure |
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.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
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