Office Services and Finance Specialist (locally recruited)

The International Development Law Organization (IDLO) is the only global intergovernmental organization exclusively devoted to promoting the rule of law to advance peace and sustainable development. IDLO works to enable governments and empower people to reform laws and strengthen institutions to promote peace, justice, sustainable development and economic opportunity.

With its Headquarters in Rome, Italy, a Branch Office in The Hague, and United Nations Liaison Offices in New York and Geneva, IDLO carries out policy advocacy, research and learning, as well as rule of law and justice programmes in countries through some 18 Country Offices operating in every region of the world.

The IDLO Office in The Hague (HBO) acts as a justice hub providing the organization with specialized expertise in priority thematic areas to support policy, advocacy, research, and programs. The Office maintains and builds strategic diplomatic and professional relationships with The Government of the Netherlands, a member party of IDLO, and with international organizations and tribunals, and other organizations in the justice and peace community in The Hague, as well as with other current and prospective partners in Europe.

THE POSITION

IDLO seeks an experienced professional to assume the role of Office Services and Finance Specialist. Under the guidance and supervision of the Director of The Hague Office, and in coordination with relevant unit/ departments at the HQ-Italy, the incumbent oversees all business, administrative and logistical affairs relating to the Organization’s premises in The Hague. The Office Services Specialist takes care of the Office building management, acts as the focal point on protocol matters and provides timely financial support for the Hague Office.
In particular, s/he will be responsible for the following duties:

1. Oversee and manage the Office Services (OS) function in the HBO: 

• Manage the function and ensure that the program of work is aligned with the overall priorities of the Branch Office. 
• Assess office needs and supplies; ensure that items are available for the Branch office.
• Focal point for service-related issues, solve problem by acting with speed while ensuring root cause analysis is conducted and corrective action plan is put in place.
• Oversee the IT support provided, with support from Offices Services Associate, or through an external service provider in coordination with ICT at HQ.
• Oversee the building management for maintenance, office alarm security and any other needed facilities and escalate to Head of office Services at HQ as required.
  
• Coordinate the building security access and escalate security issues as necessary to Head of Office and/or Security Advisor HQ.
• Performs the tasks of a Procurement Requisitioner; creates Purchase Requisition in Navision (NAV); performs activities outside NAV as outlined in the IDLO Procurement policies.

2. Act as focal point for protocol matters with Ministry of Foreign Affairs (MFA):

• Focal point with the MFA to ensure that the appropriate level of privileges and immunities are provided consistent with the organization’s host country agreement.
• Ensure the smooth arrival, registration and deregistration of new employees and interns in compliance with IDLO’s procedures and national laws and regulation.
• Serve as primary contact to Dutch Customs, RDW and MFA Protocol Department for registration of IDLO employees and interns.

3. Responsible for effective and accurate financial support for the HBO:

• Advise on corrective actions needed if weaknesses in terms of document content and compliance issues. Ensure that payments are made only after complete support documents and approval has been obtained from the budget holder.
• Process all transactions generated at the HBO ensuring compliance with IDLO policies and procedures and donor rules and regulations, as applicable.
• Perform verification of invoices as per established organization processes and approvals, matching supporting documentation for vendor and consultant invoices, ensuring accuracy, and the use of adequate codes.
• Focal Point for Bank relations in HBO and Process payments through the online banking system.
• Prepare VAT claims and submit the same to the Dutch Tax Authorities on a quarterly basis for reimbursement.
• Lead the monthly financial closure of the HBO and the preparation of monthly financial reports.
• Prepare monthly reconciliation schedules ensuring all outstanding issues are addressed in a timely manner.
• Prepare, request, and manage monthly cash forecasts for the HBO. This will include working with program and management staff to help them develop accurate cash forecasts.
• Ensure adequate availability of funds for HBO programme implementation and operational costs at any one time.
• Ensure proper controls around the management and use of cash, including appropriate cash counts and reconciliations on a periodic basis.
• Verify all original documents are properly coded and filed for ease of reference prior to shipment to HQ.
• Ensure that all electronic copies of all documents shipped to HQ are uploaded to the cloud storage, filed electronically and in sequence.
• Effectively manage supervisee (s) by providing clear direction, addressing performance management and motivate and support staff with a view to fostering a teamwork approach in meeting objectives and goals.
• Perform other similar duties as requested by the Supervisor.

Education and Experience

• Graduate degree in Management, Finance, or relevant fields. Professional certification in Finance is desirable.
• A minimum of 05 (five) years of substantive experience of working at similar function ideally within an intergovernmental or international non-governmental organization.
• Hands-on experience in office premises management, general administration, finance, procurement, and safety management etc. in a multicultural setting.
• Experience in working with various stakeholders, multidisciplinary team and engaging with external partners.

Languages

• Fluent oral and professional writing skills in both Dutch and English are required. Knowledge of other languages is highly desirable.
  

Specific knowledge, skills, and behavioral competencies

• Good understanding of the role of an international / inter-governmental organization and dealing with diplomatic missions.
• Demonstrated knowledge of Enterprise Resource Planning (ERP) / finance systems (preferably with MS NAVISION).
• Team-oriented; problem-solver; relationship-builder; and solid inter-personal skills.
• Ability to work independently and manage multiple priorities simultaneously in a fast-paced, deadline-driven environment.
• Strong organizational and time management skills.
• Sound experience in managing a small team to achieve demonstrable results.
• Ability to work with senior executives and other colleagues across the organization.
• Keen sense of ethics, integrity, and commitment to IDLO's values and mandate.

For this locally recruited professional position, IDLO shall offer the selected candidate a Fixed Term Local Contract of 24 months, with the possibility of an extension subject to performance and availability of funding.

IDLO shall offer a yearly basic salary of EUR € 49,100. and a benefits package including a provident fund contribution (14%), medical insurance, leave entitlements in accordance with IDLO Employee Regulations and Rules.

Salaries and benefits paid by IDLO to employees are exempt from taxation in The Hague. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or of any other relevant fiscal jurisdiction.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates. IDLO is committed to achieving 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies. IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.

Application deadline: 10 May 2024 (23:59hrs Rome Time)