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Finance Officer

Vacancy #:   6341
Unit:   North America Regional Office – Finance
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   North America Regional Office, Washington D.C., United States of America
Reporting to:   Senior Finance Manager
Work percentage:   100%
Grade:   P1
Expected start date:   01 May 2023
Type of contract:   Fixed-term (24 months)
Closing date:   16 April 2023 (extended)
BACKGROUND
The Finance Officer will be responsible for all general finance and accounting, taxation and administrative matters related to IUCN North America Office, Major responsibilities are:

•To ensure the timely recording of monthly transactions in the ERP NAV system in accordance with accepted accounting principles and IUCN policy such that it provides the basis for an efficient financial management and information system.

•To assist Senior Finance Manager to direct and control the administration of all financial, treasury and accounting activities in accordance with IUCN policy and in compliance with fiscal, legal and statutory requirements of the host country.

•To help the Senior Finance Manager provide management with guidance on financial management by assisting in the planning and budgeting for the office’s financial operations and providing the analysis and interpretation of the results for sound management decision and action.

•To provide projects undertaken in the US the appropriate financial support for the efficient and effective project implementation.

•To co-ordinate and provide the required financial information and requirements of the Regional Office and Headquarters.
•Ensure compliance with taxation laws and provide administrative support.
JOB DESCRIPTION
Accounting and reporting

•Review all accounting related transactions (payment vouchers, receipt vouchers, debit and credit notes, staff time invoices, expense claims, credit card expense claims and correcting journal entries) prior to entry into the accounting system.

•Ensure that all balance sheet accounts are reconciled in accordance with IUCN accounting policies and procedures

•Analyse and interpret the country office’s financial statements and project financial reports and recommend courses of action to improve efficiency and economy.

•Review and provide guidance and coaching to staff ensuring accuracy, correctness and completeness of transactions recorded.

•Ensure the timeliness of required financial reports to project managers, donors, Regional Office and IUCN Headquarters as necessary.

•Review and ensure that debit and credit notes are properly invoiced and that the inter-company accounts are regularly reconciled in accordance with IUCN policies

•Prepare periodic report of cost centers, and review their financial performance and give suggestion as required.

•Assist the Senior Finance Manager prepare monthly financial management reports for the North America Office, reviewing these reports with the Program Finance staff.

•Assist implementing partner organizations in setting up appropriate financial systems and procedures to ensure compliance with donor funding requirements.


Treasury and cash management

•Prepare the cash flow projection, and monitor the continued availability of funds to cover the requirements of the North America Office operations and hosted Center Units.

•Review and ensure that disbursements are properly supported with relevant evidential documentation and that they are properly identified into its cost center or project codes.

•Cash and bank balances are reconciled with the records maintained in accordance with IUCN Accounting policies

Planning, Budgeting and Forecasting

•Assist in the planning and budgeting for the North America Office operations and its hosted projects and programs, as required.

•Review and monitor budget performance of the DC Office operations and individual projects and programs and make recommendation to improve performance.

•Provide cost data of the various resource inputs to program personnel to prepare and update Budgets.

•Assist in updating project contract and budget information on the project portal.

•Assist program staff in the preparation of annual project budgets and work plans, and the regular monitoring of actual expenditure against budget.

•Monitor exchange rates and assist program staff in preparing updated annual / total project budgets to adjust for exchange impacts.

Internal Control Environment

•Continuously review the adequacy of internal control to ensure the provision of accurate and timely financial information, protection of assets and adherence to policies, systems and procedures and the smooth and orderly implementation of plans and activities.

•Ensure the Internal Control Systems are in place and are monitored in accordance with IUCN Accounting policies and procedures

Fixed Asset Management

•Ensure the identification and proper inventory of fixed assets of IUCN North America office through the conduct of an annual inventory to determine their location and condition for proper disposition.

•Determine accuracy of deprecation in accordance with IUCN policy and that the assets are adequately protected.

•Liase with the Administration staff to ensure schedules of assets / project equipment are distributed to budget holders (Unit Managers) once a year to assist in verification of existence and condition.

•Prepare requests for approval to dispose of missing, lost, stolen, damaged and obsolete equipment


Payroll

•Ensure that the systems and procedures are in place to enable accurate preparation and disbursement of the payroll in compliance with statutory requirements.

•Sign off on the monthly payroll by reviewing and checking the accuracy of amounts to be paid to staff.

Audit

•Assist the Senior Finance Manager in preparing an audit plan for the year, and prepare appropriate plans for each individual audit, including a file for all documents required for the audit. Obtain approvals for each audit in accordance with the Delegation of Authority

•Co-ordinate with the auditors in the external and internal audit of the country office and its component programs and projects. This includes preparation of draft financial statements and necessary notes to the accounts.

•Provide draft responses to the audit management letter, including coordinating input from program, human resources, Administration and other units as necessary, and forward to the Senior Finance Manager for review

•Ensure the closure and resolutions of audit findings.

Program/Project support:

•Project Management Support: Budget, procurement, contracts, donor report, monitoring of budget expenditure and audits

•Develop and ensure the efficient implementation of consistent financial and administration systems and services to Center Units, projects, from concept and proposal development with budget development ensuring proper cost recovery, and
throughout the project cycle management with financial reporting to close-out with project audits as required.

•Provide support and guidance to project managers to ensure consistent application of all IUCN and donors standards related to project preparation during concept and proposal development, and throughout the project cycle to close-out.

•Ensure that all donor contractual requirements in respect to finance and reporting are respected through sound monitoring and oversight, and liaison with donors, implementing partners, IUCN regions and Center Units on financial and administration aspects;

•In conjunction with Centers management and project managers ensure that projects are developed to optimise cost recovery against the different roles and responsibilities through the project management teams;

•Ensure and safeguard timely and efficient donor financial reporting, project audits, etc. Track and follow up on reporting deadlines/submissions with project managers

•Provide support to project audits by collecting requested documents and by responding to requests from the auditors in collaboration with Programme Finance Officers, and regions.

•Support implementing partner processes, including drafting agreements, reviewing reports and entering details into NAV.

•Support the tracking and follow up on reporting deadlines/submissions with project managers

•Support the development and management of internal agreements (IAs), including the drafting of agreements. Work with regional colleagues to ensure a consistent and streamlined approach to the administration and management of internal agreements.

•Support the digital and physical financial and contractual data filing and maintenance through the maintenance of the J Drive, projects files, project reports filing, etc.


Provide support to IUCN HQ and Regions:

•Submit fund requests and financial reports to US Federal Government Agencies.

•Maintain SAM annual renewals.

Carry out any other relevant task required by, and mutually agreed with, the line manager.


**The above job description contains the main duties and responsibilities for this position. However, in a small organization such as IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular job description. Where any task becomes a regular part of an employee's responsibilities, the job description will be changed in consultation with the employee and the Human Resources Management Group.**
REQUIREMENTS
  • Minimum 5 years post qualification experience in progressively senior finance or operations roles

• Practical experience of using and updating financial systems

• Good communication skills

• Hands-on mentality, result driven and team player

• Strong written and spoken English

• Ability to work and function in multicultural and multidisciplinary environment

• Experience in programme/project financial management, including contract management and budget management

• Experience with management and donor reporting - knowledge of donor guidelines and reporting requirements

• Experience in process improvement and systems development, and practical experience with integrated financial systems and ERPs.
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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