Regional Finance, Reporting & Administration Coordinator

International IDEA - The International Institute for Democracy and Electoral Assistance

Canberra, Australia

The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. International IDEA acts as a catalyst for democracy building by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.

International IDEA’s notable areas of expertise are: electoral processes, political parties, constitution-building processes, democracy and gender and democracy assessments. International IDEA works worldwide. It is based in Stockholm, Sweden, and has offices in Brussels, New York, Latin America, Africa and Asia.

Main functions of the post:

• To manage and coordinate the administration, accounting, reporting and budgeting process of the IDEA regional office for Asia and the Pacific and within the adopted RBM framework of the implementation of IDEA programmes and projects in Asia and the Pacific.

Under the immediate supervision of the Regional Director for Asia and the Pacific, the incumbent performs the following duties:

General responsibilities:

• Ensures A&P Region’s adherence to IDEA financial and administrative rules and practices;
• For donor-funded projects, ensures A&P compliance with donor financial and procurement policies including financial reporting obligations;
• Manages the administrative and financial elements of design, implementation and reporting of all programmes and projects implemented by IDEA offices, partners, representatives and consultants in Asia and the Pacific, including in particular the development and implementation of workplans and budgets, in accordance with adopted RBM and other institutional rules and procedures and regulations of IDEA;
• Ensures compliance of the A&P office with local laws and relevant regulations;
• Manages the administration and accounting of the IDEA Asia and Pacific regional office, including planning and implementation of the anticipated relocation of the regional office from Canberra to Jakarta;
• Monitors the compliance in Asia and the Pacific with the IDEA regulations and policies by all activities carried out by IDEA’s regional and country offices or through partner organisations;
• Liaises with IDEA Corporate Services on matters relating to accounting, administration, human resources, procurement and contracting in respect of IDEA activities within Asia and the Pacific;
• Coordinates procuremtn and performance management of suppliers and contractors in the A&P region;
• Liaises when required with local, national and international governmental and non-governmental partners in relation to the development, planning and implementation of programmes and projects in the region;
• Works alongside teh Regional Director and other programmatic staff to plan and mange fund raising and donor liaison;
• Coordinates and oversees donor reporting, budget monitoring, tenders and audits;
• Liaises with other programmes of IDEA as required in co-ordination of planning and managerial activities;
• Advises the Regional Director on all matters pertaining to the general administration, accounting and management of the regional office and staff and of programmes and projects throughout the region so as to support a high level of attainment of best practice and professionalism;
• Takes responsibility in the absence of the Regional Director for the regional programme and/or the regional office;
• Performs such other tasks as are requested by the Regional Director for Asia and the Pacific;
• Actively integrates the inclusion of a gender perspective in all activities.

Level and type of formal education:

• University degree (preferably at post graduate level) in business administration, public administration or a related subject.

Professional experience:

• A minimum 10 years experience in areas related to administration, accounting, and office and project management, of which a minimum of 5 years relates to Asia and the Pacific.

Functional competencies:

• Excellent communication skills in written and spoken English, including the ability to write concise, straight forward and jargon free material;
• Excellent drafting and editing skills;
• Highly persuasive;
• Good analytical and problem solving skills;
• Good organisational skills and efficiency;
• Strong coaching ability;
• Good sense of initiative, ability to set priorities and work under pressure with accuracy and dedication;
• Ability to work both independently, with minimum supervision and in teams;
• Excellent interpersonal skills;
• Ability to operate effectively in a multi-cultural environment and be Gender-sensitive.

Supervisory responsibilities:

• The incumbent will be the direct supervisor of all administrative and financial staff attached to the regional office and of interns attached to the office;
• Legal and budgetary responsibilities will be guided by IDEA’s Regulations, Rules, Policies and Procedures.

Independence of work:

• General International IDEA guidelines apply;
• Authority to make decisions as delegated by the Regional Director for Asia and the Pacific and in consistency with relevant policies.

Language skills:

• Fluency in oral and written English.
• Other: Any other widely spoken language in the Asia and Pacific region would be an asset.

Computer skills:

• Good computer skills and knowledge of relevant computer software packages, including fluency with MS Office (Word, Excel, PowerPoint), financial management software and internet use.
• Knowledge of Maconomy is an advantage.

Criteria for Professional Performance

The incumbent of this post is expected to act according to a set of principles when carrying out her/his responsibilities both at Headquarters and in the field and, as appropriate to their role, display the following characteristics :

1. Be a Facilitator of Change
2. Get Results/Be Accountable and Proactive
3. Lead by Example
4. Be a Decision Maker
5. Be a Model of Integrity
6. Celebrate Diversity
7. Be a Team Worker/Builder
8. Strive for Success and Excellence
9. Plan and Organize

Terms of contract: 3 years Fixed Term Appointment.

Location: Initially Canberra however relocation to Jakarta, Indonesia is foreseen during the course of the period of employment.

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

For more details and to apply for this job click here

Should internet not be an option, applications can be submitted to International IDEA by fax: +46-20 24 22 or by post: International IDEA, SE-103 34, Stockholm, Sweden