Senior Officer, Financial Reporting and Grants
Deadline for applications:
Wednesday 26 February 2020 – 1 pm (Central European Time)
Start of the position:
1 April 2020
Jump to: terms and conditions - how to apply - ILGA World equal opportunities policy
Terms and conditions
Who can apply?
Anyone with experience in regard to finance and dedication to the human and social rights of persons of diverse sexual orientations, gender identities, gender expressions and sex characteristics who meets the requirements set out below is welcome to apply.
ILGA World has significantly expanded its portfolio of projects regionally and internationally over the past five years. This has led to an exponential growth in financial transactions and increased complexity of the reporting to both international donors and local authorities. Therefore the organisation seeks a Senior Officer, Financial Reporting and Grants to complement our support team, who would be responsible for the initial recording of all financial transactions and financial management of grants from start-up through close-out.
The successful candidate will both help guarantee the segregation of financial duties between recording and control functions and ensure proper financial management, accountability, planning, and reporting in alignment with organisation’s internal controls and procedures, the goals of the grants and the provisions of the grant agreements.
Further the Senior Officer will provide detailed financial analysis, help strengthen reporting systems and process development, and support our regions.
The final offer will be conditional on the successful candidate obtaining a work permit to work in Switzerland. ILGA World will provide assistance for this. The successful candidate will ideally start working on 1 April 2020.
- Guarantee the segregation of financial duties between recording and control:
- Receive and issue invoices, verify eligibility of invoices with staff members responsible for the area, digitalise paper invoices and maintain cloud repository of invoices.
- Ensure the proper and timely booking of all invoices and employee expenses in purchase and sales ledgers. Maintain purchase and sales ledgers and vendors database and keep payment details verified and up to date.
- Keep analytical charts of accounts up to date with changes in funding cycles. Develop and maintain donor allocations schemas; encode invoices and review costs allocations between various donors and projects in time for monthly closings.
- Automate approval, processing and booking of expense claims, including digitalising of support documentation.
- Ensure proper financial management, accountability, planning, and reporting of international grants:
- In close coordination with fundraising lead, prepare grant proposal budget, amendments, and extensions for the life of a grants up to and including close-out.
- Review annual programs/projects and ILGA regional support budgets, monitor actual expenditures versus budget
- Analyse spending trends and provide feedback and analysis to programme officers and project leaders on areas with significant over- or under- spending.
- Review and generate financial reports on a quarterly basis for compliance with grants and donors’ requirements;
- Provide commentaries on variances into monthly financial report to the Treasurer of the board.
- Generate financial reports as per agreed schedule on the grants agreement and monitor financial report process from review, signature and sending to the donor. Liaise closely with the monitoring and evaluation lead to ensure timely joint submission of financial and narrative reports.
- Review budget comparison reports to ensure adherence to restrictions on line item flexibility and stated restrictions on accepted costs. Support follow up actions to resolve any identified problems.
- Ensure that adequate financial systems are in place and accounting practices and standards are adhered to, and are in accordance with ILGA World policies and control procedures (Finance manual) and grant and donor requirements.
- Prepare project support documentation (including from ILGA regions and external partners) regularly during funding cycles in compliance with ILGA World policies and procedures and grant and donor requirements.
- Build knowledge and capacity of ILGA Regions on ILGA World’s policies and procedures and donor compliance.
- Ensure procurement procedures are in alignment with ILGA World’s policies and procedures, grant and donor requirements, including in ILGA Regions.
- Coordinate the tasks for project audits and respond to the external auditors/ grants partners regarding transaction details. Assist Finance Director with General Audits.
- Carry out other finance-related activities as agreed with the Director of Finance and Support services
- Be prepared and ready for occasional travel to conferences and events.
- Work as a part of the ILGA World staff team
Performance of duties and remuneration and benefits
- The Senior Officer, Financial Reporting and Grants is required to work from ILGA World’s head office in Geneva
- The weekly working time is 37.5 hours on one FTE (full time equivalent)
- ILGA World operates under the flexible working system, that among others include flexible working hours and remote work arrangements.
- ILGA World remunerates under a salary matrix structure. The annual salary being offered for the post is CHF 76,800 based on a 100% position
- In addition, ILGA World offers 25 days annual leave, an annual Geneva travel pass and a contribution to lunch expenses
- Some relocation support is offered by ILGA World: this includes limited financial support for moving expenses and, if applicable, obtaining a work permit for the successful candidate
The successful candidate must:
- be able to communicate in English with high proficiency
- have worked or at least gained relevant experiences internationally
- demonstrate strong experience in either grant compliance, financial reporting, or administrative support to international program funding
- high numerical proficiency, including mastering of Excel
- speak at least two languages
Highly desired abilities
The successful candidate ideally:
- is able to communicate in French
- holds a degree of higher education in a relevant field or has matching work experience
- has proficient knowledge of international Human Rights funding instruments and mechanisms and has experience in all aspects of donor cycle
- has relevant experience in working in international teams
Knowledge of double entry bookkeeping and accounting software and ability to communicate in Spanish are an asset.
How to apply
Filling the application online survey
The application for the position consists of two parts.
An online application survey, which can be found here: https://www.surveymonkey.com/r/ILGA_World_Senior_Officer_Finance_Grants as well as this application form.
Please make sure to complete this form first, because it has to be uploaded in the online application survey.
For people who cannot fill the application survey, for example due to technical problems, a full application pack is available for download at the beginning of the application survey.
- Answer all questions and written tasks. Read the questions and written tasks carefully and demonstrate how you meet the essential criteria as this informs the shortlisting process. The shortlisting process is based on an evaluation of each of the sections.
- Language. The application pack should be completed in English. Interviews will also be conducted in English (though other declared language skills may be tested).
- Other documents or materials. Do not attach a CV, pictures or any additional document, as they will not be used. Failure to respect this rule will negatively impact your score.
- To complete the application process, you will have to complete the application survey.
- In the survey you will have to provide information on your
- Personal and contact details
- Language skills
- Work and other experience
- Education, degrees and courses
- Two references
- You will as well have to upload the form (see next paragraph).
- Please note that the survey cannot be saved.
Upload of the application form
- File format. Submit your application through the data upload at the end of the application survey. Eligible formats are Word (.doc or .docx) or .pdf.
- File name. Rename this file SURNAME_Namedoc. For instance: SMITH_John_SFGO.doc. Please use ALL CAPS for your surname so that we can clearly distinguish it from your name(s).
- Confirmation email. You will receive an automatic confirmation e-mail upon completing the application survey. Should you have completed the survey without having received such confirmation please reach out to email@example.com.
- Late submissions. Please, plan your submission in advance. Applications received after the deadline will not be considered.
29 January 2020 Call for candidates
26 February 2020 (1 PM CET) Deadline for applications
On 4 March 2020 Shortlisted candidates notified of results
11 March 2020 Interviews
Before 31 March 2020 Notification of selected and not selected candidates
ILGA World equal opportunities policy
ILGA World is an Equal Opportunities Employer.
ILGA World is committed to social justice, regardless of any individual or group characteristics, including gender identity, gender expression, sexual orientation, sex characteristics, race, age, disability, ability, economic status, national origin, religion, ethnicity, and historical, cultural and geographic experiences, nonetheless recognizing the unique challenges faced by individuals with each of these characteristics and by those with intersecting identities.
We offer fair treatment to all current and potential employees, interns and contractors and aim to ensure that all such individuals receive equal treatment (including access to employment, training and opportunities for promotion, as relevant) regardless of any personal attribute as listed above.
ILGA World promotes gender and equality mainstreaming and it actively promotes equality in all policies and actions. All applications will be treated with the strictest confidence.
Lesbian and bisexual women, intersex persons, trans and gender-non-binary persons, and persons from the Global South are especially encouraged to apply. Only qualified candidates will be contacted.
If more than one applicant is considered to be equally qualified for the position, priority will be given to applicants coming from marginalized and/or underrepresented groups.