Finance and Administrative Officer – North America

Context

The North America programme of International IDEA includes the New York Office of the Permanent Observer to the United Nations (UN) and a newly opened Washington D.C.-based programme.

The New York Office supports the UN in its work by contributing to policy debates on democracy and promoting multilateral dialogue. From its New York office, International IDEA engages with the United Nations on democracy-related issues and promotes International IDEA’s voice, work, analysis and data to the UN audience.

The new Washington D.C.-based programme seeks to strengthen the outreach of International IDEA in the United States (US) through strategic partnerships and promotion of International IDEA’s data and global knowledge production on democracy to a US audience. In this role, it conducts events and other outreach activities with US-based democracy organizations and International IDEA member states. It also uses International IDEA’s global democracy analysis to help understand challenges to United States democracy from a global comparative perspective.

Between 2021 and 2023, it also coordinates International IDEA’s contribution to the Summit for Democracy (S4D) convened by the US government. As part of the S4D effort, International IDEA conducts analysis and produces knowledge of relevance to the Summit process. For example, in 2022, International IDEA launched a Summit for Democracy Commitment Dashboard that aims to facilitate the monitoring of S4D commitments. It also plans to play an active role in an election cohort in the process of formation.

International IDEA also convenes a multistakeholder Global Democracy Coalition with more than 90 democracy organizations from around the world to engage constructively with the Summit for Democracy process and enrich its discussions. At the request of Coalition members, the Coalition has continued to collaborate during the so-called “Year of Action” ahead of the second Summit for Democracy that will be held in 2023. International IDEA, together with Counterpart International coordinates the Coalition (which is funded by the Bosch Foundation and International IDEA) strengthening collaboration, expanding membership, coordinating joint activities and nurturing partnerships with other like-minded organizations within the coalition. The Coalition is funded through two externally funded grants from philanthropic organizations.

From either the New York or Washington D.C. office, the Finance and Administrative Officer will provide administrative and financial support to all components of the North America programme and will be responsible for accounting, payments, bank account management and providing support to the office on financial and procurement aspects.

Duties and Responsibilities

Administration and finance:

• Provides overall finance and administrative support to the North America Programme, including planning, budgeting, reporting, finance and administration;
• Supports the financial monitoring of all project-related activities, including budgeting, financial reporting and documentation, ensuring compliance with International IDEA, policies and procedures;
• Reconciles bank statements and petty cash;
• Prepares monthly expense reports, staff and visitor reimbursements, and end-of-year financial closing procedures and accruals for the year;
• Processes invoices, project advance requests and project expenditure reports, according to the workflow processes and guidelines established in the ERP system;
• Ensures contracts and project budgets are registered in the ERP, maintains files and archives and keeps accurate records of financial and contractual actions;
• Contributes to the preparation of and responding to the office and project audits;
• Assists with expenditure control, advising team members on possible cost-saving measures;
• Prepares and supports the administration and performance management of Contracts and Agreements for service providers and/or partner organizations including all relevant payments;
• Manages and monitors all matters relating to the maintenance of the offices (New York and Washington D.C) including rental agreements and payments, maintaining an inventory of equipment and furniture procured;
• Organizes staff travel (flight and hotel bookings) including cost control, travel advances, travel claims and other associated issues in accordance with the Travel Policy; when applicable, assists external visitors;
• Organizes, files, and disseminates new institutional procedures, relevant UN resolutions, official reports, and other relevant documentation;
• Acts as a focal point for the internship programme and ensures relevant paperwork and process is completed in accordance with the relevant procedures;
• Assists with the team’s internal and external correspondence;
• Keeps the email distribution lists of the New York and DC offices up to date;
• Supports fundraising efforts of the North America programme, identifying and keeping track of potential donors; and keeps track of fundraising contact in the contact management system;

Events:

• Fully manages the organization of meetings, conferences and workshops (costing and booking venues, catering, liaising with attendees, organizing travel, etc.). Prepares meeting materials and ensures follow-up production of documents;
• Supports the organization of webinars for the North America Programme, including assistance with WebEx.

General Profile

• Has specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience; With excellent knowledge of protocol, is a trusted resource internally and to distinguished visitors;
• Has excellent organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
• Possesses professional-level verbal and written communications skills (via phone, email and in-person);
• Experienced in exercising discretion and confidentiality with sensitive and confidential information;
• Adds considerable value to team-based activities in his/her unit, and is likely to act as an informal resource for colleagues; collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Acts in accordance with International IDEA’s core values; Respect, Integrity and Professionalism;
• Integrates a gender and diversity perspective in all activities.

Reporting line

• Head of Programme, North America

Education and Experience

• A university degree in business, financial management or other relevant disciplines.
• A minimum of three (3) years of progressive experience in supporting Accounting, Finance, Administration and Grant Management functions.
• Full or part professional qualifications in finance and accounting, for example, ACCA are considered advantageous.
• Experience in working in an international context, e.g. in an intergovernmental organization, is considered an advantage;
• Excellent knowledge of Microsoft Office package (including MS Word, Excel, and PowerPoint) and the Internet is required; Knowledge of ERP systems is desirable.
• Excellent knowledge of written and oral English is required. Knowledge of at least one other widely spoken language in an International IDEA priority region (Arabic, French, Spanish, Swedish) would be an asset.

Terms of Contract:

• Local Post – the position can be based in either our New York or Washington, D.C. office
• Fixed term appointment until 29 February 2024
• Remuneration – USD 4 220 per month

Please note this position is open to those legally authorized to live and work in the United States at the time of recruitment and for the duration of the contract. International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station and we are unable to support work permit applications.

Applying for this position:

• Applications should be submitted online no later than 23:59 (CET) on 5th March 2023.
• Please note that all applications must be made in English.

Selection Process:

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized.

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