The International Institute for Democracy and Electoral Assistance — The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization with a mission to advance democracy worldwide, as a universal human aspiration and an enabler of sustainable development, through support to the building, strengthening and safeguarding of democratic political institutions and processes at all levels.
We believe that democracy is a universal human aspiration and an experience that is pursued and lived in different ways around the world. Beyond the basic tenets of citizens’ choice and citizens’ political equality, the critical choices are best made and the quality of democracy is best gauged by those directly concerned: the citizens themselves. We systematically nurture an open and pluralistic understanding of democracy. This is respectful of the national context, and is in line with our non-prescriptive and non-intrusive approach, as well as with the priorities set by national actors.
International IDEA produces, shares and enables the use of comparative knowledge in its key areas of expertise: electoral processes, constitution building processes, political participation and representation, as well as on democracy as it relates to gender and inclusion, conflict sensitivity and sustainable development.
It has its headquarters in Stockholm, Sweden, and offices in the Africa and West Asia, Asia and the Pacific, Latin America and the Caribbean and Europe regions. International IDEA is a Permanent Observer to the United Nations.
Context
International IDEA is managing a three-year EU funded programme to support Sudan’s transition to a democratic system of government, and to contribute to SDG 16 to promote peaceful and inclusive societies for sustainable development, provide access to justice for all and build effective, accountable and inclusive institutions at all levels.
The programme seeks to support the democratic transition by supporting the establishment of mechanisms for dialogue and consensus building on the transition process; strengthen stakeholders’ capacity for constitution building; enhance stakeholders’ capacity for electoral reform that will facilitate credible electoral processes; and strengthen citizens awareness on the transitional process and broader democratic governance practices. It is anticipated that Sudan’s transition period and processes will provide an opportunity for Sudan’s transition to democracy.
The Finance and Administrative Manager will establish the infrastructure and systems needed to ensure sound internal financial management and facilitate coordination between the programme’s internal and external stakeholders and partners through regular communication with member organizations, staff, and donor representatives. The post holder will also monitor the programme’s progress, overseeing the coordination and reporting of funds, ensuring compliance with International IDEA and EU regulations, providing guidance on financial and programmatic progress to the programme’s leadership, and leading important financial skills building sessions for fellow colleagues. The Finance and Administrative Manager will be part of the senior in-country management team and will be involved in strategic planning and producing budget forecast for partners and the steering/technical committee.
Duties and Responsibilities
- Manages all finance, administrative, human resources, procurement and facilities related aspects of the Khartoum office, and supervises the Programme’s support team;
- Monitors adherence to financial and contractual requirements in line with International IDEA and donor financial and procurement procedures and policies, with special focus on timelines for reporting, invoicing and disbursement;
- Prepares financial projections, statements and expenditure reports as required;
- Tracks the financial progress of the projects; Analyses the project’s expenses as required, underlines budget deviations and provides the project’s internal and external leadership and members with analysis;
- Provides support and guidance to internal and external stakeholders and partners in all matters related to grant management, contract management, as well as the preparation and revision of budgets;
- Provides guidance to internal and external stakeholders and partners to ensure capacity of grantees/partners to administer and implement the grant; Collaborates with the programme team and external donor finance functions to align financial and technical reporting to ensure the integrity of the programme;
- Provides budget management support to the project’s internal and external stakeholders and partners through monthly project budget reviews;
- Manges the risk management process, in line with organizational risk management policies and procedures;
- Provides oversight to programme audit.
General Profile
- Illustrates integrity, a collaborative sprit, a sense of achievement, and previous experience of risk management;
- Combines in-depth knowledge, acquired through academic achievements, excellent skills including managerial skills and relevant experience in their field;
- Presents his/her activities and represents the Sudan programme externally as appropriate;
- Manages assigned projects throughout the project life cycle, i.e. strategic planning, funding and budgeting to project assessment and accountability; leads meetings and discussions;
- Fosters team-based activities in his/her unit; collaborates with other entitles of the institute;
- Directly manages a team of contributors to the programme, including staff members and possibly consultants;
- Can work with minimal guidance and supervision;
- Is expected to travel globally to any geographical area involved in his/her projects;
- Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
- Integrates a rights-based approach, gender and diversity perspective in all activities.
Reporting Line
Programmatic Knowledge
- Has in-depth knowledge and extensive work experience in own discipline, combined with a good understanding of related disciplines in order to approach activities in a holistic manner.
Operational Knowledge, skills and experience
- Integrates a results-based approach into the design, management and evaluation of all his/her activities;
- Has thorough understanding and manages the budget of the Sudan Programme; Has an understanding of relevant programmatic issues in the key geographical zone where his/her work is implemented;
- Advises programme staff in the development of technical proposals of new projects, preparation of reports and project briefs, and other activities related to resource mobilization and partnership building;
- Ability to review and edit the work of others.
Leadership
- Manages a team, sets team priorities and manages resources;
- Acts as a model and resource for colleagues.
Problem Solving
- Identifies and resolves complex challenges, approaches issues with new perspectives, and analyzes situations from a multitude of intervening factors.
Impact
- Has a clear impact on the financial development and delivery of the programme;
- Can also impact other teams and projects in related fields.
Communication and Interpersonal Skills
- Liaises permanently 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;
- Translates financial concepts to, and effectively collaborates with colleagues who do not necessarily have finance backgrounds; Can explain sensitive information with diplomacy, and build consensus;
- Represents the Sudan programme effectively in all professional circles;
- Fluency in written and oral English required; Any other widely spoken language in an International IDEA priority region (Arabic, French, Spanish) would be an asset.
Education and Experience
- University degree in business, financial management or other relevant discipline;
- Full or part professional qualifications in finance and accounting, for example ACCA is considered an advantage;
- A minimum of seven (7) years of progressively responsible professional experience in project/programme management, administration, including solid experience in planning and management of project grants, audits, or related areas is required, as is experience in the monitoring and evaluation of grants; Experience of managing EU funded projects/programmes is highly desirable;
- Technical knowledge and skills in project design, procurement and contracting, tendering, contract design, multi-party agreements and acquittal of funds, as well as ability to draft non-routine contractual instruments and use independent judgment in the resolution of contract issues;
- A minimum of three (3) years’ experience supervising and directing individuals and small teams;
- Experience of working in an international context, e.g. in an intergovernmental organization, would be considered an advantage.
Terms of Contract:
- International post
- Fixed term appointment until 31 December 2022
- Salary EUR 5 722 NET plus benefits.
Applying for this position:
- Applications should be submitted online no later than 24:00 (CET) 19 April 2020.
- All applications must be made in English.
International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.