The Department of Programs is the central management and coordinating function for program delivery and capacity development. It is responsible for the implementation of IDLO’s global program portfolio for field and non-field locations in line with organizational strategy.
Following the expansion of IDLO’s programs, the organization is planning to establish an office in Uzbekistan to support operations within the country and the broader Central Asia region. IDLO intends to collaborate with state organizations in Uzbekistan as its initial partners.
Reporting to the Programme Coordinator, EECA the Finance and Administration Manager works in close collaboration with IDLO’s Offices (Headquarters and IDLO office in Tashkent) to provide optimum efficient and effective support to IDLO’s programming.
Summary of functions:
- Effective and accurate financial resources management and oversight;
- Implementation of program finance management and operational procedures;
- Program budget management and proper control of accounts;
- Ensure proper monitoring and compliance of sub-recipients and other implementing partners.
Key results expected:
Reporting:
- Lead in the monthly financial close of the Country Office (CO) and the production of monthly financial reports.
- Prepare relevant financial reports related to the country office, and ensure accuracy of the reports prepared, taking necessary corrective measures into consideration.
Accounts Payables:
- Process all expenses generated at the CO level ensuring they compliance with IDLO policies and procedures and donor rules and regulations.
- Prepare monthly reconciliation reports and schedules (including advances) ensuring that all outstanding issues are addressed on a timely manner.
- Performing CO balance sheet account reconciliations on a timely basis and ensuring that differences or discrepancies are addressed in a timely manner.
- Closely review procurement documents to ensure they comply with IDLO policies and procedures and donor rules and regulations, including but not limited to, ensuring that costs are program related, supporting documentation is complete, accuracy of amounts and proof of receipt of services or goods prior to payment.
- Advise on corrective actions needed if there are weaknesses in terms of document content and compliance issues. Ensure that payments are made only after approval has been obtained from the budget holder.
Cash and bank management:
- Review and consolidate monthly cash forecasts for the country office ensuring funds are fully reconciled before submitting to HQ for processing. This will include working with program staff to help them develop accurate cash forecasts.
- Ensure adequate availability of funds for program implementation and operational costs at any one time.
- Ensure adequate controls around the management and use of cash, including appropriate cash counts and reconciliations on a periodic basis.
Grants and budget management:
- Ensure costs are allocated in accordance with the approved program budgets and IDLO chart of accounts.
- Coordinate with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of costs.
- Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
Sub-grants management:
- Coordinate the sub-granting processes, monitoring and management systems to ensure effective and timely issuance, reporting and oversight of all sub-grants.
- Maintain sub-grant tracking sheet and filing system for all sub-grantees proposals, agreements, financial reports and outstanding advances.
- Review all sub-grant monitoring reports and prepare management summaries of findings and recommendations for discussion with the Programme Coordinator, EECA.
- Review the periodic cash projections and cash transfer documents to sub-grantee and advise on potential risk issues in relation to these transfers. Ensure financial reports are reconciled prior to making payments to sub grantees.
- Ensure each sub-grantee submits financial reports in accordance with sub-grant agreements and review financial reports for reasonableness; verifying consistency in programmatic delivery and financial spending.
Filing financial documents:
- Ensure all original documents are properly coded and filed for ease of future reference prior to shipment to HQ.
- Ensure that all electronic copies of all documents shipped to Rome are maintained at the country office, filed electronically and in sequence.
- Ensure that all vouchers related to payments have been defaced with a “paid” stamp.
Administration
- Ensure all financial and program documents are properly maintained in hard copies as well as electronic files.
- Provide logistical support to project activities; including, coordinating smooth implementation of and adherence to logistic and security procedures;
- Keep track of contractual agreements, and assist users with contractual rights and obligations;
- Serves as the primary point of administrative contact and liaison with other offices, individuals, sub-grantees, and institutions on operational matters concerning the project portfolio.
VAT management
- Manage the VAT exemption process;
- Monitor VAT regulations, provide advice and guidance to staff and vendors on VAT-related issues;
- Lead the preparation of necessary documentation for VAT refunds at the organizational and expert levels;
- Liaise with Uzbekistan tax authorities, prepare and submit VAT exemption reports in a timely manner; follow up to ensure timely VAT refunds;
- Ensure all VAT-related information is accurately recorded in MS Dynamics Navision.
Audit
- Assist with the preparation of documents for project audits;
- Directly work with auditors when the audit is conducted in country
