Context

The International Institute for Democracy and Electoral Assistance – International IDEA – is an Inter-Governmental Organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. The Institute acts as a catalyst for democracy building by providing global comparative knowledge resources and tools, policy proposals and supporting democratic reforms in response to specific national requests, specifically in electoral processes, constitution building processes, political participation and representation, democracy and climate change, and democracy and digitalization.

International IDEA Sierra Leone is a European Union-funded project titled: ‘Sierra Leone Democracy Strengthening Project’. The Project aims to support democratic institutions and civil society, including the media, toward credible and peaceful conduct of the 2023 elections and the democratic governance and reform processes in the years after the elections to contribute to further consolidation of democratic gains in the country.

The Finance and Grants Officer is responsible for grants to partners, ensuring timely funds transfers, adherence to grant agreements for partners, reporting and accountability. The incumbent will provide guidance on grant management, and finance and administrative support to implementing partners in accordance with the Sierra Leone programme needs and requirements. They will oversee the sub-granting process to ensure the successful allocation and use of funds in alignment with organizational goals and donor requirements.

Duties and Responsibilities

1. Supports the programme team in administering onboarding/orientations to programme partners immediately upon their signing of the grant agreement;
2. Facilitates the signing of partner agreements and their modifications within International IDEA procedures and using approved templates;
3. Acts as a custodian for all documents related to sub grant management and carries out activities such as creating separate records, filing, maintaining, and updating all related documents for each sub grantee as per the sub grant management policy including all transfers and fund accounting documents;
4. Maintains a database of existing and potential partners;
5. Tracks all agreements with end date, approved amount, and other specific requirements;
6. Ensures compliance with EU rules, sub-grant agreements and other related requirements;
7. Regularly monitor sub-grantee's financial and programmatic performance to ensure compliance with grant agreements;
8. Conduct site visits and desk reviews to verify that sub-grantees meet project objectives and adhere to reporting requirements;
9. Facilitate effective communication between the organization, sub-grantees, and other stakeholders;
10. Assist the sub-grantees with financial reporting and ensure timely submission of required documentation;
11. Assist the sub-grantees with advance requests and ensure the following of the International IDEA policy;
12. Coordinate with the team to ensure timely financial and progress reporting is completed and submitted by sub-grantees, reviewed and approved in a timely manner and upload the report in UBW – ERP System;
13. Provide on-going training and support to sub grantees in required sub grant overall financial reporting, procedures and assist in conducting formal subgrantee training workshops/kick-off meetings;
14. Sub grant close-outs ensuring that all requirements of the sub grant agreement have been met and that subgrant funds have been properly settled;
15. Assists with expenditure control, advising team members on possible cost-saving measures;
16. Enters data into the ERP system and prepares monthly expenditure receipts and reports;
17. Contributes to the preparation of and response to the office and project audits;
18. Carries out other duties and responsibilities related to the post that may be assigned from time to time.

General Profile

• Clarifies financial information with diplomacy and clarity to other team members and partners.
• Requires good knowledge, excellent skills and initial experience in their field.
• Has developed knowledge and skills through formal training or work experience.
• Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required.
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines.
• Acts in accordance with International IDEA’s Core Values: Respect, Integrity, and Professionalism.
• Integrates a gender and diversity perspective in all activities.

Reporting line

• Head of Programme, Sierra Leone

Education and Experience

• University degree in business, financial management or other relevant discipline;
• Minimum five (5) years of progressive responsibility in supporting Accounting, Finance, Administration and Grant Management functions;
• Full or part professional qualifications in finance and accounting, for example, ACCA are considered advantageous;
• Knowledge of award and contract regulations and reporting requirements of EU and/or other major donors advantageous;
• Experience in working in an international context, e.g. in an intergovernmental organization, considered an advantage;
• Excellent knowledge of Microsoft Office package (including MS Work, Excel, and PowerPoint) and Internet is required; Knowledge of ERP systems (particularly Unit4);
• Fluency in written and oral English is required. Krio language would be an advantage.

Terms of Contract:

• Local Post.
• Fixed term appointment untill 31 May 2026.
• Remuneration - Gross Salary of 20,484 Sierra Leonean Leone per month.

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Sierra Leone for the duration of the contract. International IDEA is not able to support work permit applications. 

Applying for this position:

• Applications should be submitted online no later than 23:59 (CET) 24 January 2025.  
• Please note that all applications must be made in English.

Selection Process:

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized.

International IDEA is an equal-opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.