Institute for War and Peace Reporting - Financial controller and project administrator

Organization: Institute for War and Peace Reporting - The Netherlands

Position: Financial controller and project administrator

Organization: Institute for War and Peace Reporting Netherlands

Location: The Hague

Starting date: October 1, 2012

Duration: initially 1 year with possible extension

Application closing date: September 10th 2012

IWPR: The mission of the world-wide Institute for War and Peace Reporting (IWPR) network is to build peace and democracy through free and fair media. IWPR serves as a training and publishing/broadcast platform to give responsible local media a voice in their effort to contribute to democratization and the rule of law. The office of IWPR in The Hague currently runs justice and human rights reporting projects in DRC, South Sudan, Kenya, Uganda and in the Balkans.

The Financial controller and project administrator will be responsible for the overall functioning financial administration of the Stichting Institute for War and Peace Reporting Netherlands as well as the field and Hague based projects. He or she will be part of a small team in The Hague.

Responsibilities

Finance and Compliance

• Monitor, control and report on all financial expenditure for the various field projects in the Balkans and Central Africa and South Sudan according to the field reporting mechanisms and invoice procedures by local staff and contributors.
• Ensure that appropriate balances are maintained to facilitate grant implementation.
• Analyze levels of expenditure on individual programmes as against budget, and provide timely advice of likely over or under-spends to project teams, create and / or modify spending programmes for all relevant projects.
• Complete monthly basis balance sheet reconciliations.
• Prepare financial project reports (interim and final) as well as periodical organizational reports.
• Prepare and guide the compilation of annual financial reports (according to ‘Richtlijn 650’ of the ‘Raad voor de Jaarverslaggeving’ (Council for Annual Reporting) for fundraising organizations in The Netherlands).
• Prepare project audits.
• Comply with local regulations in respect of financial and other matters such as registration and reporting, taxation and Dutch labour laws.
• Ensure annual internal and external audits are conducted in a timely and efficient manner and that recommendations are followed up.
• Provide analysis of recurrent cost and expenditure trends, financial position and financial imperatives for the ongoing functioning of the office in The Hague and the projects.
• Prepare financial reports for the Board of Trustees.
• Develop grant budgets by working closely with the Director and other members of the project teams and monitor expenditure against donor budgets.
• Prepare and review donor financial reports to ensure that they are in line with donor reporting requirements.
• Provide guidance to field offices and projects as well as local partners on the administration of the expenses.
• Ensure that proper financial procedures and systems are operated and maintained at individual field sites and are compliant with the financial policies and guidelines in The Netherlands and in the operating country.
• Further development of the Dutch financial administration manual, documenting the financial and administrative policies and procedures of IWPR The Netherlands.
• Ensure the smooth and timely dissemination of information and feedback related to finance and administration (both internally and externally).

Administration and coordination

• Develop and maintain proper payroll records, prepare payroll-related journal entries for accounting processing and prepare wire transfers.
• Balance payroll-related accounts to general ledger and prepare monthly accounting reports.
• Ensure compliance with country payroll regulations and other agencies reporting requirements including international taxation.
• Collect and check accuracy of time sheets for international and domestic staff.
• Assist project related staff with the coordination of travel, accommodation, insurance and visas.
• Assist in the coordination of training programmes and roundtables/events in The Netherlands and provide support to trainees arriving in the Netherlands.
• Ensure that local insurances are regularly reviewed and effectively in place and that staff and sites are conversant and compliant with these procedures and policies.
• Procure (field) equipment, materials and (office) supplies, manage accounts with suppliers and maintain database.
• Ensure that organisational development needs as related to finance, pay roll administration and human resource development are identified and measures taken to address these.
• In collaboration with the Director support the recruitment, induction and welfare of staff including the regular appraisal of contract end dates, contract extensions and recruitment.
• Provide other assistance and support for the Director from time to time as may be required in support of the project.

Person Specifications

The ideal candidate needs a sound knowledge and experience in Dutch financial management accounting, project administration and international donor reporting requirements, IT systems and be able to work as a member of a small international team.

The challenge of this position is to oversee a multi-donor and multi-site operation over several countries. This position requires flexibility, sensitivity, integrity and a high skill capacity. A high degree of self planning and independent work methodology is required.

The incumbent has a functional relationship to the project coordinators, editors and reporters and reports to the Director. The effectiveness of these relationships will directly impact on the success of the project(s) therefore good inter-personal skills are essential. `More specifically the candidate requires the following:

• Finance or Accounting degree from a college or university in The Netherlands.
• At least 5 years experience in finance/accounting/planning/controlling with an NGO in The Netherlands.
• Experience of working in media development, preferably at both field and headquarters level and in conflict and post conflict countries.
• In depth knowledge of financial control systems, budgeting, financial/administrative management and reporting.
• IT literate including EXCEL and EXACT accounting software.
• Experience in donor budgeting and reporting.
• Ability to analyze and distil financial and narrative information.
• Business, finance and resource management skills.
• Professional experience in Payroll Administration.
• Experience of administrative and office related skills.
• Operational planning and coordination experience.
• Capacity to plan and manage in a multiple deadline-working environment
• Flexible attitude to changing priorities.
• Capacity to think ahead and highlight areas of concern, risk, etc
• Good team player
• Ability to work on own initiative.
• Ability to live and work in the Netherlands.
• Written and spoken Dutch, English and French language skills
• Strong interpersonal and communication skills
• Act with integrity and in accordance with the Institute’s values and obligations
• Availability to start right away is preferred.

Salary: Depending on experience, the gross salary will be between € 2.500 and € 2.750 gross per month on the basis of a 32 hour workweek. The position is part-time.

To apply: Send a cover letter stating interest and availability and Curriculum Vitae, in English, to Marcel Smits, marcel@iwpr.net, ASAP, mentioning "Application Financial controller and project administrator" in the Subject line. No phone calls please. Only candidates selected for an interview will be contacted.