Procurement and Finance Compliance Officer (PFCO) - IGAD Promoting Peace & Stability in the Horn of Africa Region (IPPSHAR)

 VACANCY ANNOUNCEMENT

Organisation:                    Austrian Development Agency

Project Title:                     IGAD Promoting Peace & Stability in the Horn of Africa Region (IPPSHAR)[1]

Position:                           Procurement and Finance Compliance Officer (PFCO)

Starting date:                   July 2022

Contract period:               18 months

Location:                          Addis Ababa, Ethiopia with occasional travels within the IGAD region

[1]IGAD is one of eight Regional Economic Communities (RECs) under the framework of the African Union. Similar to the other RECs, IGAD is composed of member states with the overarching goal to foster closer integration among themselves in a particular region. IGAD member states currently comprise Djibouti, Ethiopia, Kenya, Somalia, Sudan, South Sudan and Uganda.

The Austrian Development Agency (ADA) is the operational unit of the Austrian Development Cooperation (ADC). It is in charge of implementing bilateral programmes and projects in ADC's partner countries and administers the budget earmarked for this. Under the ‘European Union Emergency Trust Fund (EUTF) for Stability and addressing roots causes of irregular migration and displaced persons in Africa’ ADA has been delegated by the European Commission to manage the funding for the implementation of the regional program entitled “IGAD Promoting Peace and Stability in the Horn of Africa Region” (IPPSHAR).

For the implementation of this regional programme amounting to EUR 28 Mio (EU TF: EUR 25 Mio, ADA: EUR 1 Mio, Sida: EUR 1 Mio, NL: 1.144 Mio) ADA is looking for a Procurement and Finance Compliance Officer who will be based in the IGAD premises in Addis Ababa and work in close cooperation with the IGAD Peace & Security team.

The overall objective of the programme is to contribute to achieving sustainable peace, security and stability for the attainment of economic integration and development of the IGAD region.

The specific objectives are:

• To enhance the IGAD Conflict Early Warning and Response Mechanism (CEWARN) systems, so that there is an improvement in the quantity and quality of the information collected, in data analysis, and early response action
• To enable IGAD and national governments in the region to predict, prevent, and address transnational security threats
• To enhance the capacity of IGAD and national governments of the region on preventive diplomacy, mediation and civilian peace building
• To enhance the implementation effectiveness of IGAD's Peace and Security Division and units

The main focus will be the institutional strengthening and capacity development of IGAD’s Peace & Security Division and units and in particular of corresponding IGAD member states’ institutions through provision of technical assistance, analysis, strategic and operational guidance & cooperation, partnership building as well as setting up effective financing instruments in support of IGAD’s peace & conflict prevention initiatives such as the Rapid Response Fund (RRF), Mediation and others. 

The programme constitutes an integral part of IGAD’s multi-year peace and security programme. Hence, coordination with other IGAD, EU and other Development Partners’ funded programmes is essential for planning, budgeting and implementing the activities under the Action as well as for monitoring and evaluating sustainable impact of IGAD and EU efforts to contribute to peace, security and stability in the Horn of Africa region.

The Procurement and Finance Compliance Officer (PFCO) is responsible for the accurate contract management of the entire Programme “IGAD Promoting Peace and Stability in the Horn of Africa Region” (IPPSHAR). She/he will report to the ADA Team Leader.

She/he has the following functions and duties:

• Implement all required actions conducive to operationalizing the financial management, accounting and procurement structures and processes required for the implementation of the programme, as guided by the Project Operational Manuals (POMs), the POM agreed with IGAD as well as the ADA internal POM as well as the IPPSHAR subgrant Standard Operational Manuals (SOPs). Provide support to the follow up of various institutional assessments to be conducted with an aim at reviewing and adjusting financial management and procurement processes to ensure their cost-effectiveness. These actions will contribute to operationalizing audit recommendations resulting from the EU 7 pillar assessment by focusing at deficiencies affecting IGAD Peace and security Division and units’ performance
• Ensure effective financial management and compliance with the POMs and SOPs,  which are based on EU regulations, through overseeing and vetting relevant implementing actions carried out by IGAD and regulated through the Project Implementation Partnership Agreement (PIPA) between ADA and IGAD through ex-ante and ex-post control of procurement processes, contract management and financial transactions as deemed necessary to ensure minimizing the risk for potential non-eligible programme expenditures.
• Ensure effective financial and procurement management in all actions where ADA is acting directly as implementing, contracting and paying authority, in accordance with the ADA internal POM and according to Austrian/ADA procurement regulations
• Review financial reports of grants awarded to IGAD special programmes and ensure accuracy by following up with partners, if needed prior to submission to ADA HQ for acceptance
• Perform monitoring visits to IGAD MS and IGAD HQ on a regular basis
• Develop a close and cooperative dialogue with the IGAD Peace and Security Division and units finance and procurement staff especially regarding ADA reporting requirements and IGAD’s budget monitoring and planning processes in order to:
  • Prepare monthly, quarterly and bi-annual financial reports for ADA HQ
  • Prepare bi-annual financial reports for the Project Steering Committee meetings
  • Prepare annual financial reports for the EU Delegation to the African Union in Addis Ababa
  • Consolidate and prepare accounting reports for ADA Accounting System aligned with all programme expenditures carried out by IGAD, ADA HQ and ADC Office in Addis Ababa
  • Provide support to the work of both internal and external auditors
  • Support the closing of the programme (financial reports, handover of assets, closing accounts, etc.)
  • Participate in monthly, quarterly and bi-annual IGAD and ADC senior management meetings
  • Advise the ADA Team Leader and IGAD Peace and Security Senior Management team on required budget adjustments and amendments
  • Provide support to the annual and bi-annual budget processes and ongoing reviews
  • Provide on-the-job as well as periodic coaching to IGAD Peace and Security Division and units staff on effective financial management and procurement in relation to the POM and SOPs.
  • Provide required input to institutional restructuring processes, particularly in close cooperation with the Institutional Strengthening Action Plan (ISAP) and other development partners’ funded programmes by building on/improving IGAD systems and processes related to the Peace & Security Division and units
  • Liaise with other donors, where applicable, in regard to effective coordination of financing IGAD Peace and Security activities
  • Work closely with IGAD Head of Finance and Administration as well as Head of Procurement in Djibouti in particular in regard to VAT reimbursement
  • Supervise the work of the ADA IPPSHAR Procurement and Finance Compliance Officer 2 and Finance Officer and liaise closely with the ADA IPPSHAR Legal Procurement Advisor for vetting processes
  • Work closely with ADC Office in Addis Ababa and ADA HQ Department for Finance and Administration to consolidate overall financial reporting as well as accounting based on ADA Accounting system
    Job requirements
    
    • Postgraduate degree in Accounting & Finance Management, Public Procurement or equivalent expertise
    • At least 15 years proven experience in procurement and finance management of international development cooperation projects, out of this at least 6 years of experience in EU funded projects and 4 years of experience in financial management of large scale programmes
    • At least 7 years proven experience in providing support to government stakeholders and/or inter-governmental organizations on institutional strengthening
    • At least 3 years of experience in public procurement
    • Excellent negotiation, facilitation and communication skills
    • Excellent planning and reporting skills
    • Auditing experience would be an asset
    • Gender and diversity competence
    • Excellent English required, German is an additional asset

    Applications must be sent to addis.application@ada.gv.at  by DATE, indicating “Procurement and Finance Compliance Officer I, IPPSHAR” in their subject and including the interested candidate’s CV in English language, a motivation letter, and name, contacts, working relationship of 3 references (at least one referee your direct supervisor). Only selected candidates will be contacted.