Administrative & Finance Officer

The Administrative and Finance Officer plans, coordinates and delivers cost-efficient and timely shared services in the local office in relation to office premises management and maintenance, logistics, procurement and assets management, organises provision of ICT infrastructure and services as well as travel and translation services. S/he continuously and consistently demonstrates an attitude of client- and results-orientation in delivery of shared services. The Administrative Officer implements the shared services budget according to established budgetary limits. S/he is responsible for a range of external contacts with authorities as relates to management of ICMPD local obligations and with businesses displaying an attitude for integrity and cost-consciousness in dealing with local banks, suppliers and service providers. The Administrative and Finance Officer is responsible for timely and accurate financial reporting and deals with outmost care with payments in cash and from bank account and the VAT reimbursement process ensuring correctness of supporting documentation. Under the supervision of Senior Security Advisor and in close collaboration with the Head of Office, s/he implements ICMPD´s security management procedures for office, vehicle and staff security. The Administrative and Finance Officer works under the direct supervision of the Resources Management Officer and functional supervision with the HQ Finance, ICT and People Management staff assigned to the Regional Office. S/he reports and coordinates daily with the supervisor and as required with the HQ units. S/he works collaboratively with project staff and coordinates work planning and administrative activities with the project managers ensuring effective and timely delivery of administrative and shared services. The Administrative and Finance Officer works closely with the Head of Office on relationships with authorities and on security management.

1. Implementation of ICMPD Regulative Framework, Guidelines, Systems and Operational Strategies:

 Ensure full compliance of administrative activities with ICMPD rules, procedures and business processes. Provide inputs to business processes and Standard Operating Procedures (SOPs) development;

 Ensure that documents in the PO are filed and maintained according to ICMPD´s documents management system.

2. Support to Project Administrative Processes and Controls:

 Participate in project work planning and provide information;

 Systematically check supporting documents for correctness and compliance with ICMPD rules;

 Upload documents to SAP and initiate SAP process (travel, procurement, recruitment of project personnel and experts);

 Post vacancy announcements upon clearance of PMOD. Organise local interviews and coordinate process;

 Coordinate on-boarding of new staff;

 Issue employment certificates to staff.

3. Support to Payments and Financial Reporting:

 Monitor local bank account for receivables and payments;

 Make payments in cash and from bank accounts and control supporting documents according to ICMPD financial rules;

 Prepare and compile monthly financial reports;  Prepare cash flow forecasts, plans disbursements and funds replenishment;

 Compile documents for VAT reimbursement purposes, if applicable;

 Liaise with local bank. Request and provide information as required;

 Ensure that documentation is in place for project audits.

4. Management of Shared Services and Infrastructure:

 In close collaboration with the Resources Management Officer formulate the shared services budget for the PO. Monitor expenditures ensuring that budget limits are adhered to;

 Manage all local administration and liaise with local authorities in issues related to the local office and staff employed;

 Under guidance of HQ ICT team, identify and select local providers for IT and communications services, maintenance and support. Organise and procure IT and communications equipment for use of local and international staff. Liaise with service providers to ensure quality ICT services. Monitor use of ICMPD equipment;

 Under the supervision of ICMPD Senior Security Advisor and in line with ICMPD´s security management system, implement safety and security measures for office premises and vehicle security. Closely collaborate with the Head of Office as Designated ICMPD Security Focal Point in the country and assist in implementation of staff and residence security measures. Monitor and escalate as necessary;

 Monitors physical inventory (spreadsheet) of shared assets and project assets. Undertake physical count of assets and barcode as necessary.

 ICMPD business processes initiated and implemented in procurement, recruitment of project staff and experts in adherence to ICMPD rules and procedures;

 Consistent and systematic process and documentation controls carried out in initiating and implementing administrative processes and payments in SAP;

 Shared services planned and delivered in a cost-efficient and client-oriented manner according to ICMPD procedures;

 Local office premises managed efficiently;

 Payments and financial reporting conducted timely and accurately;

 ICMPD’s local employer obligations organised and followed up with authorities;

 Logistics support to projects implemented in a timely and cost-effective manner;

 Office ICT and HR arrangements managed timely and effectively;

 Living and working arrangements for international staff facilitated by support to visa and housing arrangements;

 ICMPD´s security system and procedures implemented rigorously and security information escalated promptly.