Job DescriptionReporting LineThe Finance & Administration Coordinator reports to the Finance & Administration Manager.
S/he supervises the Finance & Administration Assistant (s).
S/he a works in closely coordination with the Programme Coordinators and the National Finance & Administration Officers.
Primary Location
S/he is based in Americas Bureau RET's Administrative Center located in Panama City, with frequent missions to the field.
Budgeting and Cash ManagementIn accordance with RET’s and donors’ requirements, to develop quality, relevant, and timely budgets (detailed and narrative) for RET regional project proposal writing and in case of new country operations launch.In accordance with RET’s and donors’ requirements, to supervise and guide National Finance & Administration Officers developing quality, relevant, and timely budgets (detailed and narrative) in close coordination with the Proposals Leader (s) and Country Directors;Advise and support relevant staff on the financial implementation of grants and cooperation agreements from launch to closure.Follow up programmes’ budgets using relevant reports to identify unexpected/expected implementation discrepancies and ensure that these are discussed and agreed with Finance & Administration Manager rapidly;Ensure that there are enough funds available in the project missions to implement the programme activities by supervising the relevant reports and transactions (cash reconciliations, funds requests, etc.);Ensure effective administration of bank accounts related to RET´s project to provide timely and successful delivery of solutions when required and operating as the lead point of contact for all matters specific to RET’s bank accounts;
Accounting and ReportingEnsure that the expenses incurred in implementation of RET’s projects are allocated to the relevant programme correctly and in line with the RET’s Field Finance Manual. Also, ensure that any specific donor requirements are adhered to during the implementation of the budget;Ensure all financial and logistical requests made by the projects are in line with the RET´s guidelines, and ensure that RET’s external financial obligations are meet.Ensure there is written justification in case of incompatibility between RET’s Manual and any other law or regulation. This should be supported with external documentation: copy of regulations, reputed third parties’ reports, etc.;Ensure proper book records of financial transactions of all country and regional RET programmes’ managed from Administrative Center, posting transactions according to approved project budget, and in compliance with internal and donor´s requirements.Ensure proper accounting of all country and regional RET programmes’ transactions using the relevant RET tools;Monitors expenditures to ensure that they remain within expected levels. Exercises control over budgetary expenditures and advise senior staff regarding the allocation/availability of budget resources.Conduct spot checks on transactions and have a particular responsibility towards maintaining transparency and accountability within finance and administration of the RET Country Offices in the AmericasEnsure proper preparation of financial reports, list of expenses, bank accounts reconciliations, petty cash reconciliations, etc. for all country and regional RET projects implemented through the Americas Bureau. Everything in accordance with the requirements of the RET and the applicable tools, Everything in accordance with RET’s requirements and applicable tools;Submit monthly financial reports for all country and regional RET projects implemented through the Americas Bureau and send relevant SAGA reports and scanned supporting documents;Reconcile accounts with RET HQ on stipulated dates;Ensure systematic filing/documentation of the RET Country Offices in the Americas and RET Americas Bureau's Administrative Center;
Administration, Procurement and Logistics:Ensure effective workflow for planning and preparation to support all country and regional RET projects implemented through the Americas Bureau. Review procurement plans, warehousing plans, transport plans and distribution plans.Advise and support the effective preparation of procurement plans & strategies development to ensure all project procurement needs are meet on time in accordance with RET and donors' standards.Support that all necessary agreements, permits and licenses necessary for RET’s operations in Americas countries are in place, and keep updated on nationals’ rules and regulations pertaining to the activities of RET.Ensure the correct tracking of assets and inventory control; request quotations and purchase of materials;Ensure proper maintenance of RET’s archives in all offices in Americas.Ensure the timely delivery of office supplies and utilities monthly payments;OthersConduct training of and maintain a follow up role for the National Administration and Finance Officers and / or assistants.Attend any meeting related to his/her areas of responsibility;Coordinate with the Local Finance, Administration and Logistics Officers on financial, administrative or management procedures;Advice timely on any risk that may have an impact on RET’s programmes and/or policies;Take necessary steps to ensure that all financial data is adequately and safely backed up;Perform any other work-related duties as required.
REQUERIMIENTOS
Qualifications and Requirements
Strong academic credentials, including a University degree in Accounting preferred with Certified Public Accountant License (CPA). A Master degree in accounting, finance, logistics or a related field is a preferred asset.A minimum of 6 years of progressive financial accounting experience.A minimum of 3 years of international financial management and administration experience, including UN Agencies and/or International NGOs is required.
A minimum of 3 years implementing finance/ERP applications experience is required.
Oral and written fluency in English and Spanish is required.Strong knowledge of data analysis, forecasting & financial modelling, financial reporting, budgeting, audit, tax, strategic planning, internal controls, and risk management.Long range planning and budgeting with a diversified donor base and multiple currency environment.Leader who ensures a productive working environment and confidently coaches and motivates local teams to meet organizational goals.Ability to effectively prioritize multiple responsibilities.Results-oriented, with a track record of accomplishing objectives in a complex environment.
Flexibility to manage different tasks effectively and willingness to put in extra hours when required.Ability to travel internationally, as required.Proficiency in Office 365 (Word, Excel, PowerPoint, Project, Outlook).How to apply
Please submit your resume and cover letter in English (indicating your expected annual income package) until October 6, 2020 to **********. Please indicate in the Subject of your message: “Americas Finance and Administration Coordinator”
RET is an equal opportunity employer
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