France: IFP Administrative and Financial Manager

The International Forum of National NGOs Platforms (IFP/FIP) brings together 64 national development NGO platforms and 6 regional coalitions in Africa, the Americas, Asia, Europe and Oceania, representing together more than 22,000 organizations. Created in 2008, the IFP has had until recently an informal status, being legally represented by its French member.

2015 was a landmark year for the strengthening of this global network, particularly with the adoption of its 2016-2020 Strategy and the decision to be set up as an institution by creating a legal structure in France. The IFP’s ambition is to play a pioneering role, among others, in the capacity building of NGO platforms and the monitoring and implementation of Agenda 2030.

The IFP’s institutionalization and the implementation of its new strategy will be supported by the European Commission via a financial partnership starting in June 2016.

In order to respond to its new ambitions, the IFP Secretariat will be strengthened. We are thus looking for dynamic and motivated persons to join our team and contribute to the creation of the IFP association and the implementation and delivery of its strategy and EC project. This is an unique opportunity to take part to the setting up of the legal structure of an international network, while working in a multicultural environment, within a decentralized team.

Under the direct supervision of the IFP Coordinator, the Administration & Finance Manager will be based in the Paris Secretariat and will be responsible for managing the overall Administrative and Financial resources as well as managing Budgeting and operational activities of the organization.

Job Summary - Main purpose:

• To ensure the new IFP structure meets all its statutory and legal obligations and to ensure that IFP’s support systems and mechanisms are created and applied.
• Support the IFP Coordinator and IFP Treasurer in meeting its internal and external accountability in all Finance and Resources related matters in an efficient and cost-effective way.

Main responsibilities and tasks:

• Ensuring the timely provision of statutory information for French authorities and for the IFP Executive Committee, Council and General Assembly;
• Managing IFP’s overall budget in close relationship with the IFP Treasurer and ensuring the production of timely management accounts and donor reports;
• Creation of IFP internal administrative and financial procedures ;
• Contributing to IFP’s fundraising activities in terms of financial information;
• Developing and overseeing financial and procurement procedures for goods and services;
• Advising the Coordinator on HR Policies, systems and processes and monitoring their effective use across the organization;
• Ensuring the smooth functioning of IFP’s internal infrastructure and support services;
• Support the Coordinator in ensuring that the IFP respects its statutory obligations in respect of its governance mechanisms.

Budget oversight financial coordination and cash management:

• Ensure compliance with French accounting and financial regulations, file annual accounts and tax declaration to French authorities. Liaise with external auditors as required.
• Ensure regular provision of management accounts and financial reports to the Coordinator, the Executive Committee, Council and General Assembly
• Ensure that the system of planning and monitoring of income and expenditures is relevant to IFP business model and allows the Coordinator and Council to respond challenges in a timely manner.
• Ensure relevant support and pro-actively manage the relationship with the Treasurer, Executive Committee and other future relevant governance initiatives.
• Organize funds transfer to the IFP members/partners and monitor their reporting while checking the compliance of supporting documents, call for tenders procedures etc.
• Manage bills and financing requests and prepare payment orders
• Be the focal point in relation to the bank
• Be the focal Point/ “Go to” person for all the contractual obligations and reporting with Donors
• Any other financial duties as assigned by the IFP Coordinator and/or IFP Executive Committee and Treasurer

Fundraising support:

• Technical support to cross organisational fundraising projects
• Record and maintain database of reporting requirements and ensure that contractual obligations are met
• Oversee membership fees collection and liaise with members as required.
• Act as the liaise person in relation to the IFP Grants, including the EC grant.

HR policies, systems and processes:

• Advise the Coordinator on HR policies, procedures, and salaries policy
• Creation of IFP internal administrative and financial procedures
• Ensure the compliance of IFP with its internal and external procurement rules

Capacity Development:

• Contribute to capacity building of partners in financial and administrative management, based on identified needs

Internal infrastructure and support services:

• Supervise events and logistics
• Manage IFP’s relationships with its suppliers.
• Lead the overall day to day and long term administrative tasks
• Manage travel arrangements for the staff and other events’ participant.
• Preparing correspondence, special reports, evaluations and justifications as required on general administrative or specialized tasks;
• Any other administrative duties as assigned by the Coordinator.

Qualification and Experience:

Education/Training:

Masters degree or equivalent in finance, business studies, commerce, general management or related fields;

Technical Skills/Expertise:

• Knowledge and experience of ensuring the production of accounting documents adhering to French accounting requirements and of management accounts and financial information for statutory bodies;
• Knowledge and experience of EC procedures and managing EC grants
• Knowledge and experience of Human Resources management in an international environment including knowledge and experience of French requirements.
• Strong Computer Skills

Minimum Professional Experience required:

• At least 5 years’ experience in a team/process management role requiring oversight beyond immediate area of work
• Experience of EC rules and requirements
• Experience of working in a non-governmental organization
• Experience of applying / improving management information systems
• Experience of creating internal administrative and financial procedures
• Experience of working in an international group and/or a multi-cultural environment would be desirable

Language:

Fluency in English, French; working knowledge of Spanish is desirable.

Personal qualities/interpersonal skills:

• Meticulous and attention to details
• Integrity and ability to handle confidential and sensitive information.
• Ability to work under pressure and towards tight deadlines
• Analytical and problem solving
• Ability to communicate complex information clearly
• Experience in working in intercultural environments
• Flexibility and ability to relate to other workers from diverse background and positions
• Ability to organize own work and manage own time
• Service minded
• Solution Oriented

Conditions of employment:

• Starting date: as soon as possible (June 2016 )
• Permanent position based in Paris, France with some international travelling
• Full time
• Salary-according to experience and the IFP salary grid (gross salary between 45 000- 50 000 Euros /year)
• Statut cadre” under the French law
• Meal tickets, 50% of transportation costs, health insurance

Please send your CV (in French or English) and cover letter including 3 references, to recruitment@ifp-fip.org by June 5th 2016. If the CV is in English, then please send a cover letter in French or vice versa.

Please include the position (IFP – IFP Administrative and Financial Manager) plus your name in the title of the email.

Only shortlisted candidates will be contacted. Interviews can be conducted face to face or by Skype, in French and English.

Please note that the applicant should have the right to work in France.