Finance and Administration Associate

VACANCY ANNOUNCEMENT

October 2023

Finance and Administration Associate

Job Location: Nepal

Timeframe: Dec to May 2023, full time

The International Commission of Jurists (ICJ) is a worldwide organization of judges and lawyers united in affirming international law and rule of law principles that advance human rights. Its strategic goals for 2021-2025 are: (1) to develop, defend, and strengthen international institutions, instruments, and standards on rule of law and human rights; (2) to improve domestic implementation of, and compliance with, international law and standards; (3) to bolster the effectiveness and independence of judges and lawyers; and (4) to improve access to justice for all and accountability. With its Headquarters based in Geneva, Switzerland, ICJ has a presence in Africa, Latin America, Asia & the Pacific, Europe & Central Asia, and the Middle East.

We are hiring a Finance and Administration Associate to administer the financial and accounting systems, and to ensure accurate information and compliance with internal procedures and reporting standards. The ideal candidate has prior experience within an international NGO and has comprehensive knowledge and experience with analytical accounting, along with proven interpersonal and organizational skills.

RESPONSIBILITIES

Reporting directly to the Programme Manager and functionally to the Chief Financial Officer, the Finance and Administration Associate holds the following responsibilities:

Finance:

• Ensure accuracy and conformity of accounting documents and accounting entries;
• Process invoices, expense reports, and reimbursements.
• Prepare monthly salary allocations for different staff members;
• Prepare quarterly Revenue Recognition reports;
• Draft consultancy agreements and oversee invoice and timesheet tracking; 
• Compile per diem allowances forms and submit requests for travel insurance as necessary;
• Prepare, review and validate purchase requests for specific programmes, ensuring budget follow up;
• Draft the annual budget;
• Draft programme/project specific budgets;
• Monitor programme budget implementation and prepare periodic project expense reports;
• Collaborate with programme partners on financial agreements, compliance rules, and reporting obligations;
• Monitor cash flow for specific programmes and prepare cash flow forecasts;  
• Prepare financial reports for internal and external stakeholders, complying with the imposed reporting requirements and established deadlines;
• Engage in monthly and annual financial closing processes;
• Support the annual organizational audit and project-specific audits;
• Participate in the implementation of Internal Control System and elaboration of financial control tools; 
• Maintain organized financial records, invoices, receipts, and contracts.

Administration:

• Provide logistic and administrative support for conferences, workshops and judicial dialogues.
• Liaise with service providers for travel and other hospitality and transportation related services.

QUALIFICATIONS

The successful candidate will have:

Education & Experience

• University degree in accounting, finance business and administration or equivalent (work experience can compensate for a lower academic background);
• Minimum 3 years’ work experience in accounting and/or finance. Experience within an NGO with international operations an asset;
• Knowledge of analytical accounting, financial regulations, accounting principles, and financial reporting standards. 
• Skills in budget preparation and follow-up as well as financial reports to institutional donors an asset; 

Language & computer skills:

• Fluent in English and Nepali (written and spoken);
• Advanced knowledge of Microsoft Office suite, especially Spreadsheet and Word-processing programmes. Experience with ERP/accounting softwares, an asset;

Essential Skills 

• Strong organizational, planning and time-management skills;
• Attention to detail and accuracy;
• Ability to take initiative;
• Excellent interpersonal skills and the ability to work as part of a team;
• Fluent in English;
• Financial analysis and reporting
• Ability to work under pressure and to adapt to changing priorities and needs;
• Commitment to human rights and the rule of law.

APPLICATIONS

Interested applicants should provide all materials outlined below to recruitment@icj.org by 12 November 2023, midnight Central European Time (CET). Early applications are encouraged as they will be reviewed on a rolling basis, the ICJ reserves the right to close the recruitment process early.

• A CV (maximum 2 pages); please indicate your home address and your phone number on your CV. 
• A cover letter (maximum 1 page);
• The names and contact information of at least two recent references.

Please include “Finance and Administration Associate” in the subject line of the application e-mail. The ICJ shall not be liable for not opening proposals that are submitted with a different subject.

Only candidates with the relevant work authorization will be considered.

Foreseen dates for the recruitment steps (including a written test and interview): between 13 and 23 November 2023.

Please appreciate that due to the volume of applications, only short-listed candidates will be contacted.

The ICJ is committed to the principle of equal employment opportunity and value a diverse workforce. The ICJ’s policy is to practice a fair and non-discriminatory recruitment and selection procedure and to strive for and maintain international and multi-cultural personnel.

Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

ICJ staff must adhere to its Code of Ethics which states that discrimination, bullying and harassment in any form will not be tolerated, nor sexual harassment, violence or assault in any form. The successful candidate will be required to pass a background check.

ACCESSIBILITY NOTICE: Applicants with disabilities who require reasonable accommodations throughout the recruitment process may send their requests through an email to recruitment@icj.org or call +41 229 793 833.