The Finance and Administrative Officer provides financial, accounting and procurement support to the Peru office, ensuring International IDEA’s finance and procurement policies and procedures are adhered to.
Duties and Responsibilities:
Performs all duties related to the Supplier's Ledger, including the processing of invoices, payments, maintenance of supplier accounts, and recording of transactions, ensuring that transactions are properly authorized in accordance with delegated authority;
Manages daily cashier activities ensuring adherence to International IDEA's policies and procedures, accounting principles, and best practices; establishes and maintains cash controls;
Monitors cash flow and ensures adequate cash levels are maintained in the Asuncion office and across the region as applicable;
Ensures that all transactions are properly recorded in the financial system;
Prepares monthly financial reports and monthly reconciliation of accounts as applicable;
Provides support and guidance to project managers on the preparation and revision of project/activity budgets in conformity with the applicable policies and procedures;
Assists with support from HQ in preparing the budget breakdown and budget monitoring for the Peru office;
Prepares project expenditure reports and analysis and assists project managers in tracking financial process of projects as required;
Sets up grant financial schedule and aligns grant budget with UBW system;
Assists the Administrative Assistant in drawing up contracts, purchase requisitions, purchase orders, and service orders as required, keeping records of all commitments and expenditures;
Maintains responsibility in consultation with Headquarters for preparing contracts according to International IDEA's Procurement Policy to ensure that the Institute's financial and commercial interests are protected;
Ensures Project Managers are aware of grant conditions and reporting deadlines;
Monitors adherence to donor financial and reporting requirements and prepares financial reports to donors as required for HQ review and approval;
Advises staff on internal financial-related policies and procedures and their use (e.g., travel policy, reimbursement policy, etc.);
Maintains filing and archiving systems of accounting and financial documents and records.
General Profile:
Adds considerable value to team-based activities in his/her unit, and acts as a resource for colleagues; 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.
Acts in accordance with International IDEA’s Core Values; Respect, Integrity and Professionalism.
Education and Experience:
A University degree in financial management, accountancy, business management or equivalent;
A minimum of three (3) years of professional experience in dealing with financial systems and budgets, financial reporting, financial data analysis and auditing;
Experience with grant management including budgeting, costing, monitoring and implementation;
Experience working with international cooperation agencies;
Fluency in English and Spanish i.e. written and oral required. Any other widely spoken language in an International IDEA priority region would also be an asset.
