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IUCN Programme Finance Officer

IUCN, International Union for Conservation of Nature, helps the world find pragmatic solutions to our most pressing environment and development challenges. IUCN works on biodiversity, climate change, energy, human livelihoods and greening the world economy by supporting scientific research, managing field projects all over the world, and bringing governments, NGOs, the UN and companies together to develop policy, laws and best practice. IUCN is the world’s oldest and largest global environmental organization, with more than 1,200 government and NGO members

and almost 11,000 volunteer experts in some 160 countries. IUCN’s work is supported by over 1,000 staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world.

The IUCN Global Thematic Ecosystem Based Adaption Programme (EBAP), formerly called the Ecosystem Management Programme (EMP) is an IUCN programme that promotes the sound management of Ecosystem Approach – a strategy for the integrated management of land, water and living resources that places human needs at its centre. The programe has taken lead in terms of coordination and integration in IUCN with respect to

Drylands, Ecosystem Based Adaptation, Disaster Risk Reduction, the Red List of Ecosystems, and the Union’s work on Islands. Owing to the restructuring of the programme, the following positions to be based in Nairobi, Kenya are being recruited:

Title: Programme Finance Officer

Scope: Responsibility for managing at the global thematic

programme level, the finances of the Ecosystem Based

Adaptation Programme (EBAP)

Duty station: EBAP, Nairobi, Kenya – though this is a global position

Contract duration: 2 year renewable based on satisfactory performance and

adequate funding

Work percentage: EBAP 100%

Reporting to: Direct reporting to IUCN Global Head Budget and

Financial Planning with functional reporting line to the

Head, Ecosystem Based Adaptation programme

Job Grade: P1

DUTIES AND RESPONSIBILITIES

1. Accounting Compliance

1.1 Daily recording of accounting data into the accounting system including capturing of all EBAP portfolio transactions from inter-company current accounts.

1.2 Ensure that high quality financial data is entered into the SUN system (for Nairobi based accounting, until the Nairobi system is migrated to ERP), or ERP in line with

the following financial principles and IUCN requirements:

o All data entered should be complete, accurate and timely, with no posting allowed in or re-opening of closed periods, or changing of opening balances

o Financial data including income and expenditure should be posted and analyzed correctly by Budget Lines, Donor Analysis Codes and Thematic Codes, ensuring

that closed donor codes are not used.

o Monthly Reconciliations and account procedures are performed on a timely basis as required:

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§ Reconciliation and clean up of relevant balance sheet accounts under the EBAP portfolio including project receivables, payables, staff accounts and the timely tracking and sound accounting of project advances commitments and accruals.

§ Clean up of Balance sheet of all projects under the EBAP portfolio to ensure that all balances are accurate, realizable and reflect economic reality.

§ Prepare monthly bank reconciliations for any EBAP programme designated accounts, ensuring validity of all transactions posted into the ledger.

1.4 Assist with accurate filing of EBAP Project documents

1.5 Confirm accurate account coding of documents supporting expense requests and claims

1.6 Check and process expense requests and claims, with follow-up to ensure timely liquidation

2. Reporting

2.1 preparation of donor financial reports and related correspondence.

2.2 Ensure the integrity, accuracy and completeness of financial reports to internal and external users by checking compliance with the requirements specified in 1.2 above related to quality of data posted, and especially that financial reports to donors agree with the underlying accounting records before sign off and submission to donors.

2.3 Ensure the relevant electronic and hard copy project financial reports from SUN and/or ERP for summary income and expenditure reports are distributed each month to all budget holders and project managers with a copy to EBAP projects Finance officer and Global Head of Finance by the 15th day of each month-end after close-off.

2.4 Ensure the preparation and distribution of the following monthly project management reports and analysis with supporting narrative to the EBAP Head, and Gloabl Head of Finance by the 15th day of each month-end after close-off:

o Actual Income and Expenditure report and analysis by Budget lines for all individual Projects in the EBAP portfolio, and the consolidated performance for the EBAP portfolio as a whole.

o Project Fund Balance report which summarizes opening balance, total income received and total expenditure incurred for each project.

o Projects in deficit analysis with explanation and intended timely corrective action for any deficit balances. Ensure Project Balances are accurate and any indication

of deficit is brought to attention of the Head of EBAP. o Project liquidity status report.

o Mapping of all new project reporting deadlines, and status of donor reporting vis-à-vis required deadlines.

2.5 Monitor and update key financial trends and performance indicators of individual projects under the EBAP portfolio using various financial tools including variance analysis, ratio and graphical analysis. Compare ratios developed with budgeted project targets e.g. for actual versus budgeted project expenditure, actual cost recovery as a percentage of actual project expenditure and against budgeted cost recovery, etc.

2.6 In liaison with Global Head of Finance, update Income and Expenditure Projections through monitoring of project performance trends.

3 Treasury management

3.1 Monitor the liquidity situation under the EBAP projects portfolio with a view to maintain appropriate liquidity levels, and ensure all credit allocations and income disbursements from donor and IUCN-HQ are received on a timely basis.

3.2 Coordinate cash flow planning ensuring availability of cash to meet maturing obligations, and consolidate EBAP Portfolio cash requests for timely submission to the Head of Finance prior to the beginning of each quarter within the financial year.

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3.3 Prepare donor invoices for projects under the EBAP portfolio, with timely follow-up on all overdue grant income.

4. Planning, Budgeting and Forecasting

Under the guidance of the Head of Finance:

4.1 Monitor actual project implementation versus plan (budget) and actual income on a monthly basis, and prepare analyses as appropriate

4.2 Regularly review the financial status of income and expenditure of all projects under the EBAP portfolio against the agreed approved budgets. Discuss any potential problems with project managers and bring any actual or potential problems to the attention of supervisors immediately, with special attention to projects in deficit.

4.3 Track movement of projects under the EBAP portfolio in the ABC list, and work closely with the EBAP Programme to ensure that the ABC list for EBAP programme is kept accurate and up to date on a monthly basis.

4.4 Ensure timely and complete submission of staff time and capturing of management fees in line with approved budgets, with minimum monthly booking and cross charging of cost recovery under all projects in the EBAP portfolio.

4.5 Track actual staff emoluments for all staff under the EBAP programme against actual staff time claimed and against available project budgets on a monthly basis, and update projections for required staff time days to meet income & expenditure targets

4.6 Track status of actual versus budgeted cost recovery (staff time and management fees) under each project being implemented by the EBAP Programme.

4.7 Participate in due diligence process for clearing project agreements under the EBAP portfolio

4.8 Pro-actively engage with the relevant programme and finance personnel before, during and after project proposal development to ensure that all project budgets under the EBAP Portfolio are prepared and implemented in accordance with IUCN and relevant donor financial management guidelines and policies and maximize cost recovery for IUCN; and that they are prepared in a format consistent with IUCN accounting requirements.

4.9 Provide cost data of the various resource inputs to programme personnel to prepare and update project budgets.

4.10 Assist to initiate and/or follow-up communication with the relevant Project Officers, IT and HQ for allocation of new project numbers and ensuring that all relevant documents for new project are sent to HQ, and entered into the ERP.

4.11 Assist with management of consultancy and contract clearance process, and track contract disbursements for consultants/specialists engaged by specific projects under the EBAP programme

4.12 Collect and collate documents required for projects/programme evaluations

4.13 Coordinate procurement of office supplies, stationery, and office furniture for specific projects in the EBAP portfolio.

5 Audit / Internal Control Environment

5.1 Liaise with the Head of Finance to organize and facilitate the smooth conduct of project specific audits under the EBAP Portfolio, including the timely provision of required information & necessary support to external audits.

5.2 Assist with carrying out of Internal financial reviews and follow-up actions for specific projects under the EBAP Portfolio

5.3 Maintain adequate accounting, project and audit files for projects under the EBAP portfolio in line with IUCN requirements to facilitate the work of internal and external IUCN auditors.

5.4 Maintain an updated schedule of mandatory external Audits and applicable timeframes under the EBAP portfolio.

6 Others

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6.1 Assist to develop capacity of non-finance staff under the EBAP programme on IUCN & relevant donor financial management guidelines, policies and procedures

6.2 Maintain an updated memorandum register of fixed assets acquired by the various projects under the EBAP portfolio, in order to track the acquisition, movement and disposal of such project fixed assets in line with donor agreements.

6.3 Carry out any other duties under the EBAP Programme that may be assigned by supervisors from time to time.

7. Competencies

v Education: First degree in Accounting, Finance or related field and professional qualification at CPA Part II/ACCA level II

v Work Experience: At least 5 years relevant work experience in similar capacity with a recognized regional or international development or conservation agency

v Knowledge

1. Good verbal and written communication skills in English

2. Working knowledge of English and another IUCN language would be an added advantage.

3. Working Knowledge of SUN system accounting and a good understanding of ERP will be needed (but can be learnt during the first half of 2012).

v Skills

1. Computer proficiency in Microsoft Office Suite

2. Able to work in dynamic environment

3. Excellent communication and Interpersonal skills

4. Willingness to learn the new IUCN ERP system

v Key Personal Attributes

1. Ability to work in a team with minimum supervision and function in a multicultural and multidisciplinary Environment

2. High personal integrity and confidentiality

3. Ability to consistently meet scheduled deadlines

4. Willingness to travel globally to project sites and to IUCN HQ in Switzerland.

Applications:

Applicants are asked to submit their CV in English and a supporting letter of motivation along with the names and contact details of three referees, one of whom should be a recent employer by e-mail before 10th February, 2012 to: IUCN Eastern and Southern Africa Regional Office Email: earohr@iucn.org . IUCN is an Equal Opportunity employer

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