Regional Manager Finance and Corporate Services (F&CS)
IUCN
San José, Costa Rica
hace 15 horas

JOB DESCRIPTION

Specific duties and responsibilities

The Regional Manager of F&CS will oversee the management of the financial resources of IUCN in ORMACC, as well as the coordination of administrative and operative support in the region.

This position is in charge of the Hub of Finance for ORMACC and the Regional Office for South America (SUR); therefore, it must coordinate and establishing financial controls in both IUCN offices in line with Guidelines for Regional Hubbing.

The position will ensure a high level of financial control and ensure compliance with IUCN financial policies and procedures, as well as best practices regarding the efficient operation in the region.

The position is also responsible for the delivery of administration and information systems services in the region, including country offices.

1)Financial planning, budgeting and reporting

a)Develop and oversee a financial planning that allow forecasting a medium-term financial horizon, in coordination with the Regional Director and the Regional Program Manager to support the efficient and effective delivery of the IUCN ORMACC Programme.

b)Coordinate the annual budgeting process in ORMACC and SUR, in line with the budgeting guidelines.

  • c)Prepare for the Senior Management Team, monthly financial management reports to follow up regional financial and administrative performance (according to annual targets), that allow timely decision-making;
  • including reports to Headquarters as required.

    d)Ensure the accuracy and completeness of financial reports to donors, partners and internal stakeholders.

    2)Financial advice

    a)Provide advice to the Regional Director, Programme Manager, and Heads of Country Offices on all financial matters, including making recommendations for improving efficiency and optimizing the use of financial resources and compliance of IUCN policies.

    b)Provide support to programme and project managers on all areas of project financial management, including budgeting, monitoring, reporting and compliance with donor and IUCN financial rules and regulations.

    c)Coordinate the compliance of IUCN obligations in the region, according with its legal status, in particular the applicability of tax law and any other national regulations linked to IUCN and its staff.

    d)Coordinate finance training for project managers and other staff in the region.

    3)Financial control, risk management and compliance

    a)Ensure that an internal control framework is in place across the region, and that standard processes are in place to ensure compliance with IUCN policies and procedures.

    b)Define cross-control protocols that allow management to guarantee compliance and follow-up of Delegation of authority and other policies, in advance to be signed by the Regional Director.

    c)Ensure the completeness and accuracy of financial data across the region through the establishment of checklists and monthly reviews of financial data for all country offices.

    d)Participate in the development of global and regional financial policies and procedures.

    e)Establish regulations for the management of financial risks, particularly those related to

    Treasury (Bank, signatures, reconciliations, payments, etc), monitoring of implementing partners, projects implementation rate, compliance with donor contracts and services contracts follow up.

    f)Assist in the identification and management of risks across the region through the preparation of regional and country risk registers, and provide advice on risk management at the country and regional levels.

    g)Ensure proper approval processes are in place, in line with IUCN’s Delegation of Authority Policy. Ensure monthly financial monitoring and control to guarantee a positive year-end result.

    This includes maintaining proper accounting records in accordance with the established regulations.

    h)Keep control of Headcount in the whole region, and monitor and control the charging of staff time to projects through the Time Management System, ensuring that staff time is charged in line with planned yearly budgets, including staff in countries and projects offices.

    i)Ensure that IUCN’s overhead policy is followed and that full cost recovery is secured in new project proposals.

    j)Oversee and approve due diligence of implementing partners in the region

    k)Lead and coordinate internal and external audits related to Projects.

    4)Staff management, development and support (Hub of Finance)

    a)Supervise the ORMACC finance and administration team and manage their performance and professional development.

    b)Provide support to finance and administration staff in the region on systems, processes, procedures and technical accounting matters.

    c)Contribute to the development of a high-quality team of finance staff in the region through participation in recruitment, evaluation and career development.

    d)Guarantee the implementation of the Hub services to SUR according to the Hub Arrangement Guidelines, as well as country offices in Latin America in coordination with finance team in ORMACC and SUR.

    5)Cash management and resource mobilisation

    a)Manage the cash resources of the region ensuring that resources are optimally utilized and that exchange rate risk is minimized.

    b)Maintain a projects quarterly cash management in order to make timely requests to donors for funds.

    c)Provide advice and assistance in resource mobilization initiatives when required.

    6)Administration

    a)Coordinate the following administrative processes for the regional office and country / project offices when approval from Regional Office is required :

    i)Procurement processes above CHF25,000.

    ii)Keep updated Use of vehicle guidelines

    iii)Office maintenance

    iv)Provision and maintenance of office equipment

    v)Security matters in line with IUCN security policy

    b)Ensure adequate insurance coverage across the region according to IUCN guidelines

    c)Advise the Regional Director on administrative matters of the regional and country offices.

    d)Supervise and manage the performance of administration staff in the regional office.

    e)Liaise with government departments and authorities on administrative matters such as agreements, duties & taxes related to the regional office and provide advice on such matters to country offices.

    f)Maintain the fixed assets register for the regional office and provide support to country offices.

    g)Ensure standard processes and staff trained across the region, to comply IUCN policies and procedures.

    7)Information systems (IS)

    Supervise IS staff and organize IS in the region, in coordination with Global IS, ensuring that :

    a)An adequate information systems infrastructure exists in the regional office, including hardware, software, local area network and internet access.

    b)Back up and disaster recovery routines are in place across the region.

    c)An effective help desk service is in place for the regional office.

    d)IT service contracts are appropriately managed for the regional office

    e)Support and advice are provided to country offices on information systems infrastructure and processes.

    f)Develop policies and procedures for information technology services for the region.

    g)Supervise and manage the performance of information systems staff in the regional office.

    8)Carry out any other relevant tasks as required by, and mutually agreed with, the Regional Director. REQUIREMENTS

  • At least 10 years’ experience in a senior management position in similar organizations in Central America. Experience in Mexico and the Caribbean will be considered as an advantage.
  • Graduate degree (Master’s Degree desirable) in any of the following subjects : accounting, business administration, economy, engineering or equivalent
  • Knowledge of financial tools such as excel, NAV and others
  • Knowledge of all aspects of international financial management
  • Demonstrated skills and practice in financial planning, policy, performance & change management
  • Fluency in written and spoken Spanish and English
  • Extensive work experience in Central América
  • Experience in managing administration and information systems functions
  • Excellent managerial, analytical, interpersonal, negotiation and team building skills
  • Excellent communication and report writing skills
  • Knowledge and experience with computerised systems
  • Experience of managing and working in a multi cultural, multi disciplinary setting
  • Ability to work under pressure
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