CCREEE VACANCY ANNOUNCEMENT CALL FOR APPLICATIONS, DEADLINE: 17 NOVEMBER 2017 JOB DESCRIPTION

Transcription

1 CCREEE VACANCY ANNOUNCEMENT CALL FOR APPLICATIONS, DEADLINE: 17 NOVEMBER 2017 JOB DESCRIPTION ADMINISTRATIVE AND FINANCE MANAGER FOR THE CARIBBEAN CENTRE FOR RENEWABLE ENERGY AND ENERGY EFFICIENCY (CCREEE) Pst Title: Duty Statin: Duratin: Administrative and Finance Manager CCREEE Headquarters in Bridgetwn, Barbads Three years, Cntract-based Starting-Date: March 2018 A. FUNCTIONS & DELIVERABLES The Administratin and Finance Manager (AFM), wrking directly and in clse cperatin with, the Executive Directr f the CCREEE ensures the smth establishment f the administrative and financial prcedures and reprting prtcls fr the Centre. As a cnsequence, the expectatin is that the AFM will maintain efficient and effective administrative systems and prcedures, as well as cntrl mechanisms t supprt the smth running f the peratins f the Centre, ensuring cmpliance with the staff and financial rules and administrative, including prcurement and human resurces, prcedures. The respnsibilities f the AFM includes the day-t-day management f the human, financial and administrative resurces, as well as the cnducting f regular checks n the internal cntrls, f the Centre. The AFM leads the preparatin f the accunts upn clsure f the peratins at the end f each financial cycle, as well as manages the administrative budgets f the Centre, ensuring that disbursements are in accrdance with the apprved budget and CCREEE Financial Rules. The AFM will reprt t the Executive Directr f the Centre. Trinity Business Centre Cuntry Rad St. Michael, BB11081 BARBADOS Tele: +1 (246) inf@ccreee.rg Website

2 B. DUTIES & RESPONSIBILITIES In particular, the AFM will have the fllwing duties: Main Duties: Office Management and Services Ensuring the full establishment and functining f the physical ffices f the CCREEE Headquarters, crdinating clsely with the hst cuntry in relatin the identificatin f utstanding capital cmmitments under the hst cuntry arrangement, as well as the mnitring f hst cuntry cntributins tward the perating csts (e.g. utilities, etc.) f the facilities; Managing the finalizatin f the varius CCREEE financial and administrative rules and prcedures, t include staff rules, prcurement rules, financial and accunting rules, etc.) fr submissin t the Executive Bard via the Executive Directr, fr apprval; Develping the internal regulatins that are necessary fr the timely and transparent delivery f high quality administrative service by the Centre. This wuld include such issues as timely and accurate staff perfrmance review, staff cmpensatin and reimbursement, leave apprval and mnitring, mnitring f adherence t staff rules, etc.; Managing the selectin, prcurement and implementatin f an effective and transparent accunting and budget management tl fr the CCREEE; Initiating the selectin, prcurement and implementatin f an effective enterprise resurce planning (ERP) and prject cycle management system fr the CCREEE; Initiating and supprting the recruitment f administrative and financial staff fr the Centre, in-keeping with the availability f budget, need and human resurce strategy fr the Centre, ensuring the establishment and use f an effective recruitment prcess tward same; Ensuring that timely and transparent administrative and financial checks are cnducted, and that the established rules prcedures fr prcurement are adhered t, in relatin t bids and prject prpsals managed by the CCREEE; Managing, r verseeing the management, f the assets, ffice supplies and ther inventry fr the CCREEE. Page 2 f 7

3 Assisting the Executive Directr in supprting the Finance and Prcurement, as well as the Administratin and Human Resurces, Sub-Cmmittees f the Executive Bard, and assisting the Chair and Members f the afresaid Sub-Cmmittees in the timely and effective discharge f their tasks; Reprting peridically t the Finance and Prcurement Sub-Cmmittee, as well as the Administratin and Human Resurces Sub-Cmmittee, in relatin t the perfrmance f the Centre in relatin t the established targets and indicatrs within the respective areas, and recmmending, when necessary, prpsals fr mdificatins t the rules and prcedures fr cnsideratin by the Sub-Cmmittees and apprval by the Executive Bard. Secretarial Services Supervise and manage the secretarial staff in the executin f the fllwing: Perfrming secretarial and related supprt functins n demand, including but nt limited t: (a) the management f telephne calls; (b) the management f appintments and calendars fr Executive and Senir Staff f the Centre, as well as calendars fr events including Executive Bard Meetings hsted by the Centre; (c) receptin and ther related services fr visitrs t the Centre; (d) supprting filing and ther internal infrmatin management requirements; and (e) the preparatin and timely disseminatin f crrespndence, reprts and ther written cmmunicatins frm the Centre. Managing crrespndence and the maintenance f recrds assciated with same, t include the establishment f an effective dcument management system that recrds the distributin and receipt f mail, faxes and ther crrespndences; Managing hard and electrnic ffice files and recrds, t include the establishment f a mdern file management system that classifies and cdifies material within an structured archive fr the CCREEE; Managing the internal crrespndence prtcls and requirements fr the CCREEE; Overseeing the lgistical arrangements fr CCREEE Officials (Executive and Senir Staff) with regards t travel and freight, t include (thugh nt limited t) bking, cnfirmatin and purchase f flight tickets, htel reservatins, acquisitin and renewal f visas, cntracting f freight services, custms and brkerage arrangements fr freight, etc.; and Supprting the SAS in the management and maintenance f an up-t-date cntacts database fr the Centre. Quality assurance f prcesses Page 3 f 7

4 Ensuring that quality-based cnsideratins are suitably utilized tward the award and implementatin f CCREEE cntracts and prjects, as well as prviding a first layer f versight fr quality assurance in regard t CCREEE administrative and financial prceedings; Prviding advice t all CCREEE staff in the executin f administrative and finance-related duties, with fcus n prmting and supprting the adherence t established rules and best practices; Managing the accreditatin f the CCREEE administrative and financial systems, t ensure that they meet and maintain the required fiduciary standards that are necessary fr the management f internatinal dnr funds, with attentin given t the establishment f prtcls fr staff participatin in the implementatin and maintenance f the quality standards established; and Overseeing the financial accuntability f the Centre and managing the internal cntrl mechanisms established t prevent misuse f funds by Staff. Implement the recmmendatins f the external auditrs and evaluatrs. Financial planning and services Preparing the annual financial statements f the CCREEE and submitting it t the Executive Bard, thrugh the Executive Directr, t include supprting the external auditrs, appinted by the Bard, in the review and verificatin f the statements, as well as any ther supprt required tward the discharge f their duties; Actively supprting financial planning and the preparatin f the annual budgets fr the CCREEE wrk plans. Give, as necessary, relevant strategic inputs int the annual wrk plan, thereby ensuring that financial shrt-falls are avided fr prjects and activities funded by CCREEE; Prviding relevant inputs tward the annual status reprt f the CCREEE, especially in relatin t the preparatin f audited annual financial statement fr inclusin therein and presentatin t stakehlders, when necessary; Preparing and verifying the standard accunting entries fr financial data prcessing, as well as managing the recnciliatin f reprt discrepancies and prblems; Organizing and supervising the maintenance f up t date financial recrds fr the CCREEE; Ensuring the quality f CCREEE cntracts, t include the receipt f accurate appraisals n prgress n prject implementatin and, simultaneusly, ensuring the timely financial disbursements and payments in accrdance with the established payment schedules. Page 4 f 7

5 Ensuring: (a) the crrect and timely prcessing f reimbursements and/r advanced payments t staff members and cnsultants/experts in relatin t csts assciated with the executin f their duties; and (b) the timely payment n invices frm institutins, suppliers, cntractrs, in accrdance with the duly certified authrizatins and the applicable plicies, rules and regulatins f the CCREEE. Ensuring that the claims, invices r any dcumentatin submitted fr payment are cmplete in all respects, such as supprting receipts (when necessary) and/r banking details with apprpriate clearances and apprvals, befre releasing payments. It is expected that the AFM will cnsult with CCREEE technical staff fr clearance befre effecting prject payments; Researching cash receipts, cding and psting receipts, and preparing bank depsits; Preparing/issuing recvery ntes/invices in respect f un-cleared advances/ver-payments, etc. in rder t recver mnies due t the CCREEE frm staff members, experts, cnsultants, and vendrs/suppliers. Respnding t and undertaking the investigatin f queries pertaining t any claims that are utstanding; and Maintaining relevant files n cash payments, t include per diem rster payments fr meetings/cnferences, cash/travel advances, etc., and perfrming ad-hc tasks related t payments, as necessary r assigned by the Executive Directr. Prject and prcurement related services Supprting the technical and administrative staff in the develpment f wrkshp and prject budgets, as well as the annual budget f the CCREEE, in supprt f its wrk plans. Supprt the preparatin f financial reprts fr the respective items. Giving inputs tward the prject management principles and prcedures f the CCREEE, fcusing in particular n cntract templates, mnitring and reprting requirements, quality requirements fr prject implementers, appraisal mechanisms, etc. Supprting the technical staff in relatin t wrkshps and cnferences rganized within the CARICOM regin, fcusing in particular n the establishment and supervisin f arrangements fr venue and ther related cntracting, prcurement f flight tickets, payment f per diems, payment f cntractrs, etc.; Any ther respnsibilities r functins deemed necessary r as delegated by the Executive Directr. Page 5 f 7

6 C. REQUIRED COMPETENCIES: Cre values: 1. Integrity 2. Prfessinalism 3. Respect fr diversity Cre cmpetencies: 1. Results riented 2. Planning and rganizing 3. Gd Cmmunicatin skills 4. Team riented 5. Client riented 6. Organizatinal develpment and innvatin D. QUALIFICATIONS, SKILL & EXPERIENCE Natinal r citizen f a CARICOM Member State Minimum qualificatin: University Degree in Accunting, Finance r Business Administratin r related field with a prfessinal qualificatin in Accunting, OR university degree in anther field cmbined with a prfessinal qualificatin in accunting r finance (ACCA/CPA/CIA r equivalent). Minimum f 7 years f relevant jb experience as administrative and financial fficer in public and private institutins. Experience with inter-gvernmental rganizatins is a strng added value; Familiarity with the administrative prcedures and prtcl in the CCREEE hst cuntry; Well-develped cntact netwrk t public institutins in the CCREEE hst cuntry; Prficiency in the use f wrd, mathematical presentatin and cmmunicatin prcessing tls (viz. Wrd, Excel, PwerPint, Access and ther similar sftware) Prficiency in supervising the implementatin f and in using financial and administrative systems. Experience with cntent management systems fr websites is desirable; Wrking knwledge f accunting sftware (e.g. Atlas, IMIS r PROCSYS) and internatinal accunting standards (e.g. IPSAS, IFRS); Experience with wrking in a diverse, multicultural, internatinal Page 6 f 7

7 envirnment. Experience in supervising internatinal staff is an added value; Strng cmmunicatin, negtiatin and interpersnal skills; Languages: Excellent knwledge f English is a requirement. Knwledge in Spanish r French is an added value. E. GENERALITIES The psitin requires flexibility as the wrk hurs may vary, requiring wrk n late evenings r even weekends. Cntract terms may be renewed n the basis f perfrmance. APPLICATIONS: Interested and qualified candidates are invited t submit their applicatins thrugh the CCREEE jb prtal at: by 17 Nvember 2017 (CEST). Applicatins shall cmprise the fllwing dcuments in English: CV (incl. detailed descriptin f qualificatins and wrk experience) Mtivatin letter (max. ne page) Scanned cpy f passprt Scanned cpies f educatinal certificates Further infrmatin n CCREEE is available at: Written requests fr clarificatin can be directed t: recruit@ccreee.rg. Applicants shall nt cntact the CCREEE ffice r any f the invlved partners by phne. Page 7 f 7