Finance and Administrative Officer - Lesotho

Context

The International Institute for Democracy and Electoral Assistance – International IDEA – is an Inter- Governmental Organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. The Institute acts as a catalyst for democracy building by providing global comparative knowledge resources and tools, policy proposals and supporting democratic reforms in response to specific national requests, specifically in electoral processes, constitution building processes, political participation and representation, democracy and climate change, and democracy and digitalization.

International IDEA is managing a four-year EU Delegation Lesotho funded project to ‘Support to inclusive political participation and representation in Lesotho’. The undertaking aims to address recommendations from international Election Observer Mission (EOM) 2022 reports especially the EU election observer mission that highlighted the importance of implementing civic education campaigns as a continuous effort rather than limiting them to the months leading up to elections and the AU election observer mission that recommended political parties and other actors to undertake actions to promote gender equality and participation of persons with disabilities. To note, the project builds on previous EU-funded such as the Participatory Initiative for Social Accountability (PISA II).

The Finance and Administrative Officer will provide high-level financial and administrative support in accordance with project needs and requirements, and will be responsible for disbursement of grants, financial reporting accounting, payments, bank account management and providing support to the office on financial and procurement aspects. The Finance and Administration Officer will work in close collaboration with the Project Financial Officer and Compliance and Procurement Officer at the Africa and West Asia Regional Office.

Duties and Responsibilities

1. Processes invoices, advance requests, project expenditure reports, prepares and process payment requests accordingly;
2. Reviews expenditure control in relation to the Lesotho office, ensuring adherence to International IDEA policies and procedures, and advising team members on possible cost saving measures;
3. Prepares and supports the finance administration and management of contracts and agreements for service providers and/or partner organizations, and monitors/manages performance according to agreed deliverables;
4. Coordinates and monitors the usage and maintenance of the office equipment;
5. Prepares and follows up on the collection of VAT refunds;
6. Enters data into the ERP system and prepares monthly expenditure receipts and reports;
7. Performs bank reconciliations and handles the petty cash fund, clearance of receivables, overall cash management and facilitates monthly financial closures in accordance with office and institutional requirements;
8. Monitors cash flow and ensures adequate cash levels are maintained every month for the project;
9. Operates and maintains use of computerized accounting systems and spread sheets to assist with day-to-day accounting procedures and reporting requirements;
10. Ensures compliance with EU financial and procurement policies including financial accounting obligations where applicable;
11. Conducts risk management in line with International IDEA’s risk management policies and procedures;
12. Contributes to the preparation of and response to the office and project audits;
13. Prepares and maintains records for fixed assets and updates them on a quarterly basis;
14. Ensures that International IDEA complies with relevant national laws and procedures pertaining to project finance and administration.

General Profile

• Clarifies financial information with diplomacy and clarity to other team members and partners.
• Requires good knowledge, excellent skills and initial experience in their field;
• Has developed knowledge and skills through formal training or work experience.
• Adds value to team-based activities in their unit; 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 inclusion perspective in all activities.

Reporting line

• Programme Manager, Lesotho

Education and Experience

• University degree in business, financial management or other relevant discipline;
• Full or part professional qualifications in finance and accounting, for example, ACCA are desirable;
• Minimum three (3) years of progressive responsibility in supporting Accounting, Finance, Administration and Grant Management functions;
• Knowledge of award and contract regulations and reporting requirements of EU and/or other major donors is desirable;
• Experience in working in an international context, e.g. in an intergovernmental organization is desirable;
• Excellent knowledge of Microsoft Office package (including MS Work, Excel, and PowerPoint) and Internet is required; Knowledge of ERP systems (particularly Unit4) is desirable
• Fluency in written and oral English is required. Fluency in an International IDEA priority region (Arabic, French, Spanish) is desirable.

Terms of Contract:

• Local Post.
• Fixed term appointment with an inital duration of two (2) years. 
• Salary  LSL 29 727 gross per month

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Lesotho for the duration of the contract. International IDEA is not able to support work permit applications. 

Applying for this position:

• Applications should be submitted online no later than 23:59 (CET) 16 March 2025.
• 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 which seeks to further diversify its staff in terms of gender, culture and nationality.