Finance and Administrative Officer

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

Sierra Leone will hold its fifth consecutive democratic elections since the end of the civil war, in June 2023. International IDEA is designing a 3-year donor-funded programme to support the electoral process in Sierra Leone. The project aims to support democracy institutions and civil society (including the media) in Sierra Leone towards the credible and peaceful conduct of the 2023 elections and provide support to reform processes in the years after the elections to contribute to further consolidation of democratic gains in Sierra Leone’s transition trajectory. This vacancy is advertised contingent on availability of funds for the project.

The programme will support the active and inclusive participation of traditionally marginalised persons in electoral and political processes; strengthen the capacity of the election management bodies (EMBs) in Sierra Leone to conduct credible and inclusive elections in 2023 and beyond; improve the capacity of the EMBs and relevant civil society organisations capacities to contribute to resolving election disputes; and enhance stakeholder capacity for electoral and legal reforms beyond 2023.

Based in Freetown, Sierra Leone*, International IDEA seeks to appoint:*

FINANCE AND ADMINISTRATIVE OFFICER

The Finance and Administrative Officer will provide high-level financial and administrative support in accordance with project needs and requirements for the Freetown Office, and will be responsible for accounting, payments, bank account management and providing support to the office on financial and procurement aspects.

Key responsibilities for this position include:

• Processing invoices, advancing requests, project expenditure reports, preparing and processing payment requests accordingly
• Performing bank reconciliations and handling the petty cash fund, clearance of receivables, overall cash management and facilitates monthly financial closures in accordance with office and institutional requirements
• Assisting with expenditure control, advising team members on possible cost-saving measures
• Coordinating and monitoring the usage and maintenance of project equipment and vehicles
• Preparing and following up on the collection of VAT refunds from the Sierra Leone National Revenue Authority
• Entering data into the ERP system and preparing monthly expenditure receipts and reports
• Monitoring cash flows and ensuring adequate cash levels are maintained every month for the project
• Contributing to the preparation of and responding to the office and project audits
• Operating and maintaining use of computerized accounting systems and spreadsheets to assist day-to-day accounting procedures and with reporting requirements
• Ensuring compliance with donor financial and procurement policies including financial accounting obligations where applicable
• Ensuring that International IDEA complies with relevant national laws and procedures pertaining to project finance and administration
• Maintaining records of fixed assets and updates them on a quarterly basis

The Finance and Administrative Officer must possess and be able to demonstrate:

• University degree in business, financial management or other relevant discipline
• Minimum three (3) years of progressive responsibility in supporting Accounting, Finance, Administration and Grant Management functions
• Full or part professional qualifications in finance and accounting, for example, ACCA are considered advantageous
• Knowledge of award and contract regulations and reporting requirements of EU and/or other major donors advantageous
• Experience in working in an international context, e.g. in an intergovernmental organization, considered an advantage
• Excellent knowledge of Microsoft Office package (including MS Work, Excel, and PowerPoint) and Internet is required; Knowledge of ERP systems (particularly Unit4) is desirable
• Fluency in written and oral English and Creole/Krio is required