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Finance Officer – Budget & Planning
Overview
- The Finance Officer provides financial services ensuring high quality, accuracy, and consistency of financial reports in accordance with CIFOR-ICRAF internal financial as well as donor guidelines. Review pre-award proposal budgets and ensure full cost recovery methodology is followed to cover CIFOR-ICRAF non-research expenses and specific research unit’s costs. Support the annual CIFOR-ICRAF’s annual Program of Work and Budget process in compliance with current policies and procedures. Implement financial processes, methodologies, procedures in OCS related to budgeting, forecast, analysis of variances and financial reporting at the institutional level. To ensure that CIFOR-ICRAF policies on full cost recovery and laid down donor regulations are adhered to in all donor proposal budgets.
Duties and responsibilities
Pre-Award proposal development
- Develop proposal budgets and budget narratives in collaboration with the Resource mobilization Team and the Research Teams.
- Review and advise on the project proposal/budget preparation regarding compliance issues for all prospective sources of funding.
- Ensure an accurate full cost recovery methodology to cover CIFOR_ICRAF non-research expenses and specific research units’ costs.
- Maintain a comprehensive understanding of relevant donor policies, regulations, and procedures.
- To ensure the organization’s policies on full cost recovery and laid down donor regulations are adhered to in all donor proposal budgets.
Centre Funds Monitoring and Annual Budgeting
- Monitoring of the Centre funds budgets and expenditures; and work closely with PI in updating the projection of center funds.
- Prepare financial updates and analysis of centre funds and share the report with PI.
- Support Finance Manager in preparation of centre funds’ performance report and follow up any correction action that are required from the respective units.
- Monitor the workflow status of budget input in the system and follow up to the respective units.
- Liaise with System Development Team to solve any technical issue in the budget system
- Monitor the status of high probability proposals in collaboration with Resource Mobilization and Research Team.
- Ensure the CIFOR-ICRAF Rolling budget is up to date.
- Provide ad hoc report and gather information from the system to support the analysis on the centre funds and annual budget.
Management and Other Stakeholders Reporting
- Support Finance Manager in preparation of performance reports and analysis including funding status and CIFOR-ICRAF burn rate consequently indicating indirect cost recovery.
- Monitor the burn rate status under unit / region that are assigned, provide the analysis, and report to the Senior Finance Officer
- Collaborate with the Grants Accounting Team in providing necessary reports and in analyzing of grants burn rates and indirect cost recovery status.
- Contribute to the discussions with relevant stakeholders on planning and monitoring of interventions to keep the various teams and projects on budget
- Support Finance Manager in the preparation of all reports (including ad hoc reports), information and data required or requested by ILMG and the Board of Trustees.
- Initiate and participate in the development and implementation of reporting platforms and templates within OCS and other platforms for the different stakeholders.
Internal Controls
- Implement internal control systems that ensure CIFOR_ICRAF attains its objectives, produce accurate and reliable data for decision making.
Education, knowledge and experience
Requirements
Minimum Academic and Professional Qualifications
- University education in accounting with more than 5 years of relevant experience
- Experience in financial and accounting services
- Experience in budgeting and project management
- Fluent in written and spoken English
- Familiar with donor reporting
- Strong computer skills in word processing, databases and other relevant office applications.
Regional Program Officer
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Overview
The Officer – Regional Program position exists to provide leadership and coordination in the management of the three Global Research Programs (GRPs) and ensure that the goals and objectives of each program are aligned with the regional and country-level strategies and that GRP strategies align with the national and regional research and development strategies. The Officer does this by the provision of support to the Director for Africa in managing the programs, including supporting the development of program strategies and development; monitoring multi-year operational plans and budgets; business development strategies, and monitoring and collating program outputs and outcomes. The Officer is responsible for coordinating the development of multi-year program plans and budgets, monitoring the utilization rates of projects, suggesting corrective action when needed, and reporting. The officer is responsible for ensuring the deployment of the institute’s Program Management Framework (PMF) within the program covering all aspects of proposal development and project planning, execution, monitoring & evaluation, and closure.
Duties and responsibilities
Summary of responsibilities
Program Management
- Work with the Director for Africa to develop and implement the Africa program strategy and continually review as required
- Support the development of a multi-year operational plan and monitor its implementation
- Monitor and collate program outputs and outcomes
- Coordinate the development of annual program plans and budgets, including ensuring consistency across programs
- Coordinate the effective management of the program plans and budget, ensuring proper allocation of expenditure, monitoring utilization rates and highlighting any variances, and providing suggestions for corrective action to Project Managers, including working with Finance for resolution
- Support the program management and administrative team (including Finance and Admin Manager, Program Accountants, Admin Officer, Procurement Officer, Communications Staff, Office Assistants, Program Assistants, and Interns) and build their capacity on ICRISAT Program Management Framework to enhance their performance
- Support and review requests for recruiting staff and consultants prior to approval and follow up with Director for Africa and Human Resources (HR) department for execution
- Liaise with the Finance Unit on budget and financial matters
- Ensure the implementation of the institute’s Program Management Framework across the program and contribute to its continued development
Project Planning
- Support the Procurement Office in assessing and planning future procurement needs and creating a detailed procurement plan
- Liaise with the legal unit to draft partner and donor agreements and incorporate the necessary changes
- Work with the project leader/project manager in the development of an exit strategy/sustainability plan for all projects
- Work closely with the project leaders/project managers to define research compliance requirements, undertake a risk assessment and contribute to the development of mitigation strategies
- Lead the development of project work plans by assessing alignment, establishing timelines, and obtaining the necessary approvals.
- Work with the Strategic Marketing and Communication team to develop the communication plan, monitor and guide the communications outputs from the program to ensure their relevance and appropriateness.
Project Execution
- Maintain effective working relationships with partners, beneficiaries, and stakeholders and facilitate the effective flow of information between all partners, team members, and relevant stakeholders in program activities
- Work closely with the Monitoring and Evaluation Specialists to ensure program-level monitoring, data analysis, and reporting to support effective program management
- Oversee Program reporting, identify any areas concerned, and recommend solutions
- Ensure that ICRISAT, and later CGIAR, policies relating to IP, Open Access, HR, and others are being followed at the Program level
Project Closing
- Oversee the closure activities for the projects which include the disposal of physical assets, research materials and staff separation/ reassignment, archiving of documentation, impact assessment in line with the PMF process
- Work with the Project Leader and Communications Staff to ensure knowledge dissemination and capacity development to all relevant stakeholders by mobilizing participation from as many project stakeholders as possible, including project team members, partners, donors, and other key stakeholders
Project Management
- The Regional Program Officer will be expected to act as the Project Manager (as the need arises) for several projects, depending on the size and complexity of the program
Business Development
- Coordinate and participate in the development of concept notes, idea notes, and/or proposal components including completing the relevant documentation on risk assessment, project budget, and project work plan, drafting agreements
- Support the Director for Africa, Country Representatives, and Project Leaders to undertake due diligence activities related to the suitability and capability of Program partners/sub-contractors such as identifying the resource skills of the ICRISAT team, counter-checking prospect partners’ experience, compliance with ICRISAT and donor guidelines, and ensuring the strategy and plans align with PMF
- Manage the program opportunity pipeline to ensure timely delivery, compliance, and adherence to the Program Management Framework process, as the Africa Resource Mobilization Taskforce Secretariat
Education, knowledge and experience
Requirements
- MSc in Agronomy or Plant Breeding with experience or training in Program/Project management or;
- Bachelor’s degree in Biological Science and master’s degree in related Sciences or Business Administration.
- Strong program management ability and interpersonal skills.
- Statistical skills and knowledge of computer applications.
- Fluency in spoken and written English.
- Up to five (5) years of work experience in program management and business development.