Finance and Administrative Officer – The Netherlands

Context

The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization that supports sustainable democratic change by providing comparative knowledge and assisting in democratic reform worldwide.

Constitution building is increasingly emerging as a key factor in building and promoting sustainable democracy. In conflict-afflicted and transitional contexts, democratic constitution building is a mechanism for channelling conflict and state building. Properly designed and implemented, democratic constitution building can also be a crucial catalyst for social and economic transformation.

Based in The Hague, Netherlands, International IDEA’s Global Constitution Building Programme develops, shares and enables the use of global comparative knowledge to support democratic constitution building worldwide. The Finance and Administrative Officer will provide sound and effective financial and administrative management to the Constitution-Building Processes (GCBP) Team, specifically;

• To administer all financial issues related to the programmes and ensure that all financial regulations and reporting requirements internally and externally are met;
• To support the Programme and its activities with administration and logistics

Duties and Responsibilities

• Ensures monthly accounts are prepared in compliance with local accounting and tax requirements and the financial rules and regulations of International IDEA;
• Processes invoices, project advance requests, project expenditure reports and other payments;
• Reconciles bank statements and petty cash;
• Prepares annual budgets in coordination with programme staff and financial officers;
• Prepares and monitors budgets, tracks financial progress, analyses project expenses, and prepares revisions;
• Monitors grant funding and assists in the preparation of donor financial reports and other correspondence as needed;
• Prepares financial analysis and other financial information as required by programme staff and financial officers;
• Ensures procurement processes are carried out in compliance with the procurement policy of the organization; Prepares and registers contract agreements in cooperation with programme staff. Monitors contracts and advises programme staff regarding deadlines and delivery schedules;
• Prepares documents and files for the project and institutional audits as required;
• Ensures contracts and project budgets are registered in the ERP, maintains files and archives and keeps accurate records of financial and contractual actions;
• Manages and monitors all matters relating to the maintenance of the office and facilities; including maintaining an inventory of equipment and furniture procured, dealing with office maintenance issues, and liaising with the landlord regarding lease and property-related matters;
• Liaises with the IT Unit to ensure the IT needs of the Hague office are met;
• Fully manages, the organization of meetings, conferences, and workshops (costing and booking venues, liaising with attendees, organizing travel, visa documentation and per diems etc.; Assists with the preparation of meeting materials and follow-up production of documents;
• Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants with regard to travel.

General Profile

• Has developed specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience;
• Adds considerable value to team-based activities in his/her unit, and is likely to act as an informal 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;
• Acts in accordance with International IDEA’s Core Values; Respect, Integrity, and Professionalism;
• Integrates a gender and diversity perspective in all activities.

Reporting line

• Head of Programme, Constitution Building Processes

Education and Experience

• Minimum of five (5) years’ work experience in the area of finance and administration;
• Formal accounting training required, a Degree in Business Administration, Accountancy, Economics or similar is considered an advantage;
• Experience working in a grant-funded, project-based environment;
• Knowledge of procurement processes and contract management;
• Experience working in an international context, e.g., in an intergovernmental organization, is considered an advantage.
• Fluency in written and oral English and Dutch is required. Any other widely spoken language in an International IDEA priority region is desirable

Terms of Contract:

• Local Post.
• Fixed-term appointment for two (2) years.
• Remuneration – EUR 4 252 per month

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in The Netherlands for the duration of the contract. International IDEA is not able to support work permit applications.

Applying for this position:

• Applications should be submitted online no later than 23:59 (CET) on 3 February 2023.
• Please note that all applications must be made in English.

Selection Process:

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized.

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