Main responsibilities

The Administrative and Financial Manager of the project will ensure the administrative and financial management. He reports daily to the Marine and Coastal Program Coordinator. He is also placed under the functional supervision of the Regional Head of Finance and Administration of PACO.

He will be responsible for monitoring project expenditures, drafting and analyzing financial reports, preparing audits and will have to collaborate in drafting the project procedures manual. He will have to ensure the compliance of the financial, accounting and administrative management of the projects with the laws in force, the project procedures manuals, the donor procedures and with the IUCN procedures. In collaboration with the accountants of the partner institutions, he will strictly monitor the budgets that will be granted to local actors.

He/she must maintain the workflows in the online ERP system by monitoring processes and procedures, and through direct and virtual contact with key IUCN national and regional staff.

Specific tasks

Accounting and finance:
• Verify submitted supporting documents and prepare accounting documents.
• Prepare payments and put them in the signature circuit.
• Maintain project accounting in NAV.
• Classify documents in an orderly and rigorous manner in paper and electronic form.
• Ensure monthly invoicing of project implementation costs.
• Conduct monthly analysis of all balance sheet accounts.
• Support the Regional Accountant in monthly bank reconciliations.
Treasury
• Consult with all stakeholders to estimate quarterly and annual needs.
• Prepare data for fundraising from HQ and donor

Budget
• In coordination with project managers :
- Prepare annual project budgets;
- Prepare mid-year review;
• Administer and update budgets in the Project Portal and NAV.

Contracts and partners
• Assist in the preparation of necessary files to commit expenditures.
• Assist in the preparation and revision of all contracts and review them, before signature by line managers.
• Assist in training partner staff and field actors as necessary to ensure compliance of their management with IUCN and EU administrative and financial rules.
• Verify financial reports and supporting documents submitted by partners and consultants.
• Maintain files of contracts with donors, partners and consultants.
• Create sub-awards in NAV.

Audit
• Organize and monitor the implementation of internal and external audit missions.
• Prepare the terms of reference and contracts for external audits and submit them for approval to managers.
• Liaise with auditors to follow up on audit issues/management letters and contribute to the implementation of auditors' recommendations.
Internal controls
• Contribute to the improvement of the internal control system and procedures.

Reporting and monitoring
• Prepare administrative and financial statements and reports for projects.
• Conduct monthly and annual analyses and monitoring of the financial situation of each project according to the approved budget. Discuss problems encountered and potential problems with the Project Coordinator, the Regional Head of Finance and Administration and partners.

Administration/Logistics
• Participate in the organization of the annual inventory of project assets.
• Ensure the establishment and regular updating of fixed asset tracking sheets, customs and technical documents; and the control of the use and possible sales, scrapping or transfers of fixed assets to other offices or partners;
• Ensure the establishment and effective use of a classification and archiving system.
• In collaboration with the Regional Office Administration Manager, purchase goods and services according to the procedures in force for the request, review and approval of the review of quotes and the preparation of purchase orders or contracts;
• Provide assistance in terms of travel arrangements and organization of workshops, training and seminars;
• Perform other tasks that may be assigned from time to time.