Senior Finance & Procurement Officer

at International Planned Parenthood Federation
Published May 11, 2022
Location Kuala Lumpur, Malaysia
Category Procurement  
Job Type Full Time  

Description

JOB PURPOSE

 

Overview of the engagement

 

IPPF is seeking an experienced Senior Finance and Procurement Officer to provide financial and procurement support to the global IPPF humanitarian programme. The Humanitarian programme is a global, multi-country, multi-donor initiative focused on supporting IPPF Member Associations to deliver sexual and reproductive health services in emergencies.

 

The primary responsibility of the Senior Finance and Procurement Officer, Humanitarian is to support a global portfolio that includes restricted funds and core funds and spans across the 5 regions of IPPF. The largest multi-year humanitarian programme, SPRINT, is funded by the Australian Government (DFAT) and includes multiple countries in East, South East Asia and Oceania Region (ESEAOR) and South Asia Region (SAR).

 

The Senior Finance and Procurement Officer, Humanitarian will support the successful implementation and streamlining of IPPF humanitarian programme from a financial perspective. The position will lead on financial management and reporting systems for the global portfolio, ensure financial compliance and support global procurement processes. The postholder will be matrix managed and report directly to the Humanitarian Director with a dotted reporting line to the Director of Finance and Operations, ESEAOR.

 

KEY TASKS & RESPONSIBILITIES

 

Financial:

 

To ensure effective financial management, oversight and reporting systems are in place for the global humanitarian programme including restricted projects, core funds, Solutions 5 and Stream 3

To develop and manage a global humanitarian team operating budget and prepare financial reports for restricted and core projects as required and compliant with donor needs

To conduct monthly financial monitoring and reporting of the global humanitarian portfolio including staff salaries– alerting the Humanitarian Team senior leadership of any financial risks

To support budget development for new proposals and grants

To provide training on financial management, budgets, templates and tools including on NetSuite for Humanitarian Team members

To coordinate with all IPPF regional offices(ROs) on the oversight of all humanitarian programme financial processes and transactions, including the disbursements of funds and verification and approval of financial reports from subcontractors.

To be responsible for development and maintenance of key financial controls for the SPRINT programme, including budgeting, management reporting and forecasting, procurement policy, travel policy, bank reconciliations and treasury management, to ensure compliance with the rules and regulations of IPPF and respective donors.

To train MA’s Finance staff in SPRINT reporting requirements and templates and any financial and contractual compliance as required.

Provide general support to MAs on financial processes compliance and reporting.

Provide technical review and input to MAs, RO finance teams and CO technical teams on budget and programme reporting as required.

Procurement:

 

Provide oversight of procurement for humanitarian programs at global and project levels, ensuring they are completed in timely and appropriate way

Develop and maintain list of pre-qualified suppliers on the market (regional and global) and establish framework agreements for specific goods and services required regularly for successful implementation of humanitarian programming (e.g. translators, technical consultants) to expedite procurement

Support Humanitarian team with regular training, work-flows and guides on procurement system

Support streamlining of procurement processes for humanitarian programmes across the Secretariat

To undertake such other reasonable duties as may be requested from time to time including providing logistical or administrative support for Humanitarian team activities and workshops

RESPONSIBILITIES

 

a**) Staff responsibilities carried out by the job holder.**

 

No managerial responsibilities

 

  1. b) Financial responsibilities carried out by the job holder.

 

No direct budget responsibility but maintains a portfolio of restricted and core projects amounting to approximately 5 million USD annually.

 

  1. c) Advisory responsibilities carried out by the job holder.

 

Guidance to Global Humanitarian Team, Regional Offices and MAs on financial and procurement matters.

 

EDUCATION & QUALIFICATIONS

 

Qualified accountant.

Degree or equivalent standard of education

Evidence of professional development particularly in business skills desirable.

Familiarity with procurement work-flows and processes

KNOWLEDGE, SKILLS AND ABILITIES

 

Advanced application in managing the accounting and finance component of large donor-funded programmes and setting up the accounting and finance function for a large restricted funded project. **

Experience of development issues and/or project implementation and monitoring.

Experience in audit and financial control systems.

Strong financial analysis experience.

Previous not-for-profit experience essential.

Experience in DFAT financial reporting desirable

International experience (particularly developing countries) desirable.

Skills

Strong IT skills (including spreadsheet applications, especially Microsoft Excel, NetSuite and databases).

Knowledge of financial reporting systems. A variety of experience advantageous.

Fluent English (verbal and written).

Excellent interpersonal skills and an ability to work effectively with people from different countries and cultures.

Strong verbal communication skills required to train staff and to convey complex financial information in an easily understandable form to non-financial staff.

Strong analytical skills.

Knowledge in other languages used in the region and IPPF (i.e., languages used in Malaysia and/or Asia Pacific region, French, and Spanish) desirable.

 

PERSONAL COMPETENCE

 

Rights-based and gender-sensitive perspective.

 

Understanding of development issues, especially Sexual and Reproductive Health and Rights.

 

Awareness of and sensitivity to the multi-cultural environment in which IPPF operates.

 

Discretion in handling confidential information.

 

Willingness to travel to project countries or any other MA states or other regions (subject to COVID-19 restrictions)

 

Understanding of and a commitment to safeguarding including child protection, in a local and international context.

 

Supportive of a woman’s right to choose and to have access to safe abortion services.

 

How to apply

Application

 

Interested applicant needs to send a CV and cover letter to Pauziah Ali, by email, Senior HR Officer,

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