Sub-Grants/ Finance Officer Full-Time

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.

International IDEA acts as a catalyst for democracy building; by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.

International IDEA develops, shares and enables the use of comparative knowledge in its key areas of expertise: electoral processes,constitution building,political participation and representation, democracy and development and democracy assessments.
It also addresses the important issues of gender, diversity, and conflict and security as they relate to democracy.

International IDEA is based in Stockholm, Sweden, and works worldwide through offices in New York, Brussels, The Hague, Latin America, Africa and Asia.

International IDEA anticipates to manage a five-year programme “Support to Consolidation of Democracy in Mozambique” with funding from the European Union (EU) and co-funding from Austrian Development Agency (ADA). The programme aims to support consolidation of democracy by reinforcing the fairness, transparency and credibility of the electoral processes and strengthening capacities of the elected representatives and their democratic institutions. Interventions planned foresee to give support to the electoral cycles, also with a specific focus on gender participation.

The programme will constitute four interlinked components:

• i) Domestic observation;
• ii) Civic and voter education;
• iii) Electoral legislation reform; and
• iv) Capacity building of newly-elected representatives and their institutions/bodies.

The Sub-Grants/Finance Officer provides guidance on grants management, finance and administrative support to implementing partners in accordance with project needs and requirements for the Maputo Office. The Sub-Grants/Finance Officer is responsible for grants to partners, ensuring timely funds transfers, adherence to grant agreements for partners, reporting and accountability.

Duties and Responsibilities

• Facilitates the signing of partner agreements/modifications using International IDEA approved templates and procedures;
• Supports the programme team in providing orientation/induction to partners immediately after signing the agreement;
• Acts as a focal person for implementing partners about submission of approved workplans and budgets, request and transfer of funds including acknowledgement of receipt of funds, financial reporting and inputting financial reports in International IDEA ERP system
• Coordinates the implementation of sub-grants managed by counterparts, with the Finance and Administrative Manager;
• Maintains and updates all documents related to sub grant management (including all transfers and funds accounting documents) as per International IDEA policies and procedures and donor requirements;
• Maintains accurate and current data base of existing and potential partners;
• Tracks all agreements with end date, approved amount, and other specific requirements;
• Facilitates processes and produces reports for approval by the Finance and Administrative Manager, in line with donor requirements and ensuring adherence to International IDEA policies and procedures;
• Facilitates and supports the external audit of programme and sub-grantees, where required;
• Conducts risk management in line with organizational risk management policies and procedures;
• Monitors sub grants to ensure compliance with donor visibility and communication requirements and International IDEA’s policies and procedures;
• Ensures compliance with International IDEA policies and procedures and donor requirements related to sub grant agreements;
• Proactively identifies opportunities for streamlining administrative and financial processes for coordination with implementing partners and assists in the development of quality systems and procedures.

General Profile

• Has developed specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience;
• Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required;
• 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

• Finance and Administrative Manager

Functional Knowledge

• Has established skills to perform a range of day-to-day activities.
• Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the organization;

Operational Knowledge, skills and experience

• Proven knowledge and experience with donors’ awards and contract regulations, and reporting requirements;
• Integrates a results-based approach into the design, management and evaluation of all his/her day to day activities;
• Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.

Leadership

• Provides solutions to problems based on practice and existing precedents or procedures.

Problem Solving

• Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options.

Impact

• Has an impact on financial management and delivery through the quality of the services or information provided.

Communication and Interpersonal Skills

• Liaises to all internal and external stakeholders involved in his/her project; acts and is perceived as an initiator of relevant communication to solve issues;
• Drives projects and assignments through communicative personal energy and engagement;
• Able to explain financial information with diplomacy to other team members and partners;
• Fluency in written and oral English and Portuguese is essential; an additional language in an International IDEA region (Arabic, French, Spanish) would be considered an asset.

Education and Experience

• University degree in business, financial management or other relevant discipline;
• A minimum of five (5) years of progressive responsibility in finance, administration, and grant management;
• Experience working in an international context (e.g. NGO or intergovernmental organization) would be an asset;
• Professional qualifications in finance and accounting (for example ACCA) considered advantageous;
• Experience working as a grants officer with partners in EU funded programme or in grant awarding organisations will be considered an advantage;
• Excellent knowledge of Microsoft Office package (including MS Work, Excel and PowerPoint) and Internet.

Applying for this position

• Applications should be submitted no later than 9 September 2018.
• Two (2) year fixed term appointment.
• Start date as soon as possible.
• Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Mozambique.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.