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Contract and Grants Officer

IDEA -The International Institute for Democracy and Electoral Assistance - 11 June 2009

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Job Description

The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. International IDEA acts as a catalyst for democracy building by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.
International IDEA’s notable areas of expertise are: electoral processes, political parties, constitution-building processes, democracy and gender and democracy assessments. International IDEA works worldwide. It is based in Stockholm, Sweden, and has offices in Brussels, New York, Latin America, Africa and Asia.

Contract & Grants Officer

The main functions of the post:
Responsible for providing support to Project Managers in the management and coordination of the pre- and post- award stages of grants and contracts.

Duties and Responsibilities:
Under the immediate supervision of the Chief Accountant the incumbent performs the following duties:

• To provide guidance and support to project managers in the preparation of project proposals once a potential funding source has been identified by ensuring conformity with all application requirements in terms of budgets, substance and compilation of all relevant materials;
• To provide advice and assistance to staff on procurement matters, negotiation of partnership agreements and contracting suppliers;
• To review draft project proposals, grant agreements and contract documents for compliance with the Institute's policies;
• To monitor adherence to donor contractual requirements within the framework of the Institute's internal policies, with special focus on timelines of reporting, invoicing, and disbursement;
• To compile, analyze and provide financial and accounting information pertaining to fund management as required;
• To make arrangements for independent audits of projects and funds as required;
• To prepare financial statements and expenditure reports on contract funding for project managers, funding agencies and others as required;
• To maintain files and archives on grant and contract data and keep accurate records of financial and other actions in contract files;
• To assist with identification, development and implementation of new fundraising, contract and procurement policies and procedures of the Institute as required, and communicate such policies and procedures to staff, coach and advise as necessary to optimise best practice;
• To liaise with funding agencies, suppliers and staff within the organization as pertains to contract management;
• Actively integrates the inclusion of a gender perspective in all activities;
• Performs any other task as assigned by the Chief Accountant.

Qualifications and Required Skills:

Education:

• University degree in contract law, finance, business, procurement, commerce or equivalent.

Professional Experience:

• Minimum four (4) years experience in contracting and related issues within the context of donor funding.
• Experience with a donor agency or with an organization in receipt of funds from donors is highly desirable, as is knowledge and exposure to different donor practices, in particular EC funding instruments;
• Solid knowledge of procurement and contracting concepts, tendering, contract design and administration issues, multi-party agreements. Ability to draft non-routine contractual instruments and use independent judgement and creativity in resolution of contract issues;
• Solid knowledge of project design, grant administration and management, including budgeting, costing of proposals, monitoring implementation and acquittal of funds;
• General understanding of the business case and an appreciation of financial/analytical issues and profit and loss implications;
• Working knowledge of copyright principles and experience with publishing agreements would be a considerable asset.

Functional Competencies

• High level of numeracy and logical thinking;
• Good sense of initiative, ability to work independently, set priorities and perform under pressure with accuracy and dedication;
• Ability to establish positive working relationships within the organization at various levels;
• Strong client service orientation and excellent organizational and follow-up skills;
• Excellent communication skills, both written and spoken.

Work Relationships
Experience working in an international organisation. Ability to work both independently and also in a team in a multi-cultural environment, and to appreciate diversity and work as part of a team in such an environment. Excellent interpersonal skills.

Independence of Work
The incumbent is expected to carry-out his/her work with a high level of autonomy and minimum supervision within the assigned general tasks and in line with approved work plan

Computer Skills
High level of computer literacy Microsoft Office Package); experience with ERPS (Enterprise Resource Planning System) desirable.

Language Skills:
English: Excellent knowledge both written and orally;
French or Swedish: considered an asset.

Criteria for Professional Performance:
The incumbent of this post is expected to act according to a set of principles when carrying out her/his responsibilities both at Headquarters and in the field and, as appropriate to their role, display the following characteristics:

• Get Results/ Be Accountable and Proactive
• Be a Model of Integrity
• Celebrate Diversity
• Be a Team Worker/Builder
• Strive for Success and Excellence
• Plan and Organize

Terms of contract:
2 year fixed term contract.

How to Apply

Applications
https://idea.easycruit.com/

Deadline for applications
Applications should be submitted no later than 05 July 2009.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.

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