Project Finance and Administration Coordinator

Read online: www.psishort.link/vacancies

Public Services International is looking for a for a dynamic Project Finance and Administration Coordinator for its Union Development Team.

This is a permanent position that provides support to the effective financial and administrative monitoring of the projects, in compliance with external donors and Solidarity Support Organisations’ (SSOs) contractual obligations and in accordance with PSI policies and procedures.

This includes support to financial and administrative planning, monitoring and reporting, audit and budgetary controls, monitoring of projects requirements and support for procurement of services related to the projects.

Working in a vibrant multicultural workplace, the successful candidate will be hard working, motivated, committed to social change and sensitive to trade unions.

S/he must have a good understanding of donor project finances and administration requirements and must be able to manage high workloads requiring prioritisation, attention to details and problem-solving skills. S/he will be able to easily communicate with the whole international team of PSI Head Office and in the regions.

Overall responsibilities:

PSI Trade union development projects are implemented worldwide in six areas of work: Trade union rights, Health and social services, Utilities, Organising and capacity building, Global policy, Local and regional government.

The Projects Finance and Administration Coordinator provides support in the effective financial and administrative monitoring of the projects, in compliance with external donors and Solidarity Support Organisations’ (SSOs) contractual obligations and in compliance with PSI policies and procedures.

This includes support to financial and administrative planning, monitoring and reporting, audit and budgetary controls, monitoring of projects requirements and support for procurement of services related to the projects.

Key responsibilities of the position include:

1) Financial monitoring, reporting and administration

• Support the financial and administrative planning, monitoring, and reporting of the projects, so they are in line with the SSO’s and PSI’s guidelines and procedures;
• Assist to ensure a proper budgeting, budget follow-up and finance report, audit and compliance as per PSI calendar and as per the sponsors’ calendars.
• Closely work with PSI Finance staff to assist in project audits and provide support to the retrieval of any necessary documents required for projects audits so that donor reports are submitted on time
• Keep track of timely cashflow of project transfers with the appropriate supporting documentation;
• Develop the PSI digital projects database and documentation system linked to his/her area of work and ensure that the information in the system is up to date;
• Train and guide Project Coordinators and Project Assistants on project finances, administration and budget management (budget construction, follow-up, control and reporting).
• Provide efficient and effective administrative support the UD Projects Officer on administrative matters.
• Maintains accurate records of all financial transactions covering the activities implemented through the projects

2) Projects Management

• Support and build capacity with Project Coordinators and Projects Assistants in administration, budgeting and monitoring of projects;
• Assist in the development of projects guidelines, monitoring and evaluation tools and training on project management for project field staff.
• Assist in ensuring activity reporting for PSI and governance bodies;
• Assist to ensure proper staffing in projects and in recruitment processes when needed;

3) Fundraising & external relations

• Assist in fundraising and representation towards Solidarity Support Organisations and other donors;
• Assist in preparation of applications for sponsorships;
• Participate in the coordination work with the Global Union Federations, Solidarity Support Organisations, affiliates and other allies.

Other duties as assigned by the Project Officers.

Supervision:

The position will report to the Projects Officers.

Cross-functional links:

The position will work in close collaboration with:

• the Project coordinators/Organisers/ Assistants , the Finance/admin staffs in the Region,
• the Finance team, the HR team and the COMS team and the Policy Officers

Employment conditions: French open-end contract. Salary from €3,500 gross per month. Additional benefits include a 13^th month salary, health coverage, pension contributions.

Selection criteria:

Content Expertise:

• Degree or equivalent work experience in financial administration, project management, or other related fields.
• Demonstrated experience in donor project finance and administration , ideally with trade unions or in the NGO environment.
• A working knowledge of generally accepted international accounting principles and their application to an international organisation.
• Proven experience in the field would be considered as an asset.

Skills and attributes:

• Ability to organise work in order to meet deadlines and ensure quality standards.
• Ability to maintain and promote a positive working environment with a variety of partners.
• Competence in financial management systems.
• Strong time management and task coordination skills.
• Highly numerate and confident using Excel
• Strong team player, able to communicate with colleagues from diverse backgrounds.
• Demonstrated experience drafting timely, accurate reports for internal and external accountability.
• Demonstrated commitment to gender equality and experience working to advance gender equality within organisations or movements.Ability to travel abroad

Experience:

At least 2 years’ experience in project administration and finance ideally within the trade union movement, civil society or equivalent at the national or regional level.

Languages:

• Excellent communication skills in English is essential.
• Good communication skills in either French or Spanish are essential, ability to communicate in both of these languages being considered as desirable

The position may require the incumbent to travel abroad from time to time.

Click here for the full job description in English.