Finance Associate, Expenses and Disbursements

Job
Closing date
19 Dec 2022
Location
Vienna, Austria
Department
Finance and Operations
Duration of assignment
One year with possibility to extend
Contract type
Limited-term Full-time
Triomphant Tchulang, Cameroon

Background About SEforALL 

Sustainable Energy for All (SEforALL) is an international organization working with leaders in government, the private sector and civil society to drive further, faster action toward achievement of Sustainable Development Goal 7 (SDG7), which calls for universal access to sustainable energy by 2030, and the Paris Agreement, which calls for reducing greenhouse gas emissions to limit climate warming to well below 2° Celsius (and striving for 1.5° Celsius).  

Achieving these goals will require a radical rethink of the way we produce, distribute and consume energy. SEforALL is at the heart of this foundational shift to ensure no one is left behind. Drawing on data and evidence, we identify a critical path to success in achieving SDG7.  

The 8th UN Secretary-General Ban Ki-moon launched the Sustainable Energy for All initiative in 2012. Now an independent organization, we maintain close links with the UN, including through a relationship agreement, partnerships with UN agencies and with SEforALL's CEO acting as the UN Secretary-General's Special Representative (SRSG) for Sustainable Energy for All and Co-Chair of UN-Energy. These roles include advising the UN Secretary General and his staff on issues relating to sustainable energy and the implementation of SDG7 and supporting the coordination of sustainable energy issues in the United Nations system.    

The ambitions of SDG7 are extraordinary. Aiming to achieve them in the context of the Paris Agreement on climate change involves transformation at a scale never undertaken before. Swift action must be taken by leaders in governments, private sector companies, institutions, financiers, development banks, unions, communities, entrepreneurs and civil society. As we enter the final decade to achieve SDG7, SEforALL has strategically chosen to strengthen global agenda-setting while expanding its activities to an engagement model that prioritizes data-driven decision-making, partnerships with high-impact countries and implementation on the ground. SEforALL’s current three-year business plan outlines “results offers” that scope out our planned interventions and demonstrate to our funding partners the impact of their support. 
 

Responsibility of the Results Offer 

The Finance Department (FD) is responsible for maintaining the soundness and integrity of SEforALL’s financial position, maintaining reliable and timely financial records and accounts, and informing internal and external stakeholders about SEforALL’s financial position, results, and performance. Moreover, FD is charged with ensuring that the disbursement and receipts of funds for SEforALL are undertaken in a manner that espouses a high degree of timeliness, efficiency and accuracy as well as effective internal control in order to protect the organization’s assets and reputation. The FD also leads, in coordination with all units, the formulation of the organization-wide multi-year and annual work plan and budget in a manner that is linked to the strategy and the multi-year business plan of SEforALL. In addition, the FD is tasked with management all procurement-related services for SEforALL (i.e., operational and programmatic). 

 

Purpose/Objective of the Role 

The main objectives of the function include: 

  • Process all disbursement requests from vendors (e.g., contractors, consultants, etc.) and ensure conformity with the relevant policies, procedures and processes, including the resolution of disbursement-related issues. 

  • Collaborating with the Human Resources Department, as appropriate, for administering the payment of salaries and other compensation/benefits to SEforALL’s staff. 

  • Monitor and administer the corporate credit card, including reconciling and processing payments. 

  • Establish and manage all bank accounts, and associated relationships (including information sharing), as well as select, as appropriate, paying agents and determine the appropriate routing for payments. 

  • Undertake the proper recording of payment and settlement activities in the appropriate systems as well as maintain reliable and timely records for eventual bank reconciliations. 

  • Ensure accurate periodic reconciliation of the balances with counterparts (e.g., donors, banks, vendors, etc.). 

  • Create, monitor, and improve disbursement methods and procedures for SEforALL. 

  • Monitor and control the utilization of the organizational budget as well as produce regular and ad-hoc reports. 

  • Prepare periodic reports on disbursement activities, in coordination with the relevant units, for the Administrative Board, Funders’ Council, and Executive Management. 

  • Develop and disseminate the knowledgebase and inventory of best practices in the area of operational expenses and disbursements 
     

Duties and Tasks for the Role 

The primary duties and tasks of the role include, but are not limited to: 

(i) Operational and Strategic Planning for Disbursements 

  • Contribute to the development and implementation of actionable objectives, planning processes, budgets and operational KPIs for the function. 

  • Support IT enhancements as they relate to disbursements, including digitization and automation as well as optimal data management and business intelligence. 

  • Ensure that the services of the function meet the expectations of internal and external stakeholders. 

  • Contribute to innovation and the institutionalization of new initiatives in the function. 

(ii) Operational Expenses and Disbursements 

  • Ensure compliance and conformance of all transactions with rules and guidelines as well as SEforALL’s internal control systems. 

  • Review and verify daily transactions/payment vouchers, such as vendors invoices and contracts, to ensure completeness and accuracy of payment requests as well as their compliance with policies and procedures, internal accounting standards, and internal controls. 

  • Ensure that all transactions are allocated to the correct cost element and cost centre. 

  • Provide technical advice in preparation and settlement of complex transactions. 

  • Highlight and escalate any identified irregularity and/or non-compliance to the appropriate authority. 

  • Determine the appropriate cash balances that need to be maintained in the various bank accounts, if applicable, for payments. 

  • Administer the petty cash functionality within SEforALL as well as report on petty cash as per policies and procedures, including replenishment and utilization reporting. 

  • Provide information to external financial audits as well as ensure the implementation of audit recommendations on a timely basis. 

  • Undertake the periodic and ad hoc reporting, including the analysis of financial data, as it relates to operational expenses and disbursements. 

  • Contribute to annual planning and periodic forecasting for consolidated administrative expenses and accounts payable. 

  • Assess data for integrity and analytical purposes, as and when required. 

  • Extract trends from data by conducting statistical analysis on determined metrices. 

  • Periodically review the internal control mechanisms and corporate governance guidelines and recommend improvements in order to properly safeguard the assets and manage the liabilities. 

  • Maintain productive and effective working relationships within SEforALL and with external partners. 

  • Facilitate knowledge building and knowledge sharing in own work area to bring about awareness and understanding, as well as utilise SEforALL systems, and processes to share the knowledge. 

  • Other tasks and duties as may be required. 
     

Specific Competencies for the Role 

  • A minimum of 3 years demonstrated experience in accounts payable, disbursements, financial management, and/or general 

  • Bachelor’s degree in accounting/finance/economics/business administration, or a closely related field. Master’s degree in the above fields as well as certification in accountancy and/or finance would be an added advantage. 

  • Demonstrated experience in working with finance-related IT systems (including reconciliations) would be a plus. 

  • Demonstrated experience in cash management, including modelling and optimization. 

  • Demonstrated experience in internal controls, particularly as they relate to disbursements. 

  • Professional level command of written and spoken English, particularly in report writing for both general and executive audiences. 

  • Demonstrated experience working within workflow management systems, including the capturing of data throughout different steps of the process from different roles participating in that system. 

  • Ability to consistently perform under pressure in a fast-paced environment and demonstrated ability to prioritize in an ever-changing environment that requires high flexibility and a commitment to high quality results. 

  • Strong IT skills including Outlook, Word, Excel (including reports/macros/graphs, advanced formulas, and pivot tables) and Power Point. 
     

General Competencies for the Role 

  • Innovation and Adaptability: Has advanced skills in innovation and is adaptable to changes. 

  • Resilience and Emotional Intelligence: Has advanced knowledge in the concepts of resilience and emotional intelligence. Is able to remain calm in challenging situations, to cope with setbacks, is responsive to the emotions of others and maintains a high level of performance. 

  • Analytical and Strategic Thinking: Has an advanced level of analytical and strategic thinking skills. Gathers and processes demanding information, develops sound solutions and contributes recommendations for action to internal work groups. 

  • Collaboration and Partnership: Demonstrates advanced initiative and required abilities in collaboration and partnership in own areas of responsibility. Develops and maintains partnerships and collaborates with others in the team to build strong professional relationships and actively creates positive team spirit.  

  • Lead and Empower: Demonstrates initiative and role model behaviour in leading and empowering others. Takes responsibility for own work activities and personal actions and carries out the commitments agreed upon 

  • Political and diplomatic understanding: Has an advanced level of political and diplomatic understanding. 

  • Communicating information: Has proficient skills in communicating information and uses the skills effectively in own scope of work and regularly in others’ work. 

  • Research and Analytics: Has advanced skills in research and analytics. 

  • Project Management: Has advanced skills in project management. Plans and organises their own work in support of achieving the team’s objectives. 

  • Client Orientation / Striving for Excellence: Has advanced skills in client orientation and achieving excellency in work delivery. 
     

Our Values 

Please refer to our core values as defined here: https://www.seforall.org/who-we-are/staff/our-values
 

Salary information 

SEforALL has adopted its own salary scales corresponding to the SEforALL grading system. The minimum yearly salary for this position is EUR 42,080. The actual salary offer will be determined within the scale depending on the successful candidate’s qualification and experience, and applying the principle of internal equity. In addition to the base salary, SEforALL staff receive a benefits package that includes contribution to pension, contribution to health insurance & homeworking allowance.  
 

Additional Considerations 

  • SEforALL offers exciting high-impact assignments, a collegial and creative work environment, and the opportunity for committed professionals to thrive and grow within flat hierarchies and in the pursuit of an inspiring mission. 

  • SEforALL provides competitive compensation packages at its locations in Vienna, Washington DC and New York City, and flexibility and result orientated modern workplace arrangements. 

  • Qualified female candidates and candidates from developing countries are strongly encouraged to apply. 

  • Applications received after the closing date will not be considered. 

  • SEforALL reserves the right to appoint a candidate at a level below the advertised level of the post. 

_________________________________________________________________________________________ 

Your data will not be passed on to third parties outside SEforALL. We will only use your data to the extent necessary for the purposes of selecting personnel in accordance with the applicable data protection regulations. 

We will only disclose your personal information if we are required to do so by a court´s or administrative authority´s decision. In such a case, we will inform you as soon as possible of such an order so that you can take legal action against it if necessary. Please email to careers@seforall.org if you require updates to your information in accordance with Art. 5 lit. d of the GDPR   

 

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