Finance and Administrative Officer - Panama

Context:
During 2019, the Panama Office collaborated with the EU-funded global project INTER PARES | Parliaments in Partnership to strengthen the capacities of the National Parliament of the Republic of Panama. On that occasion, with the financial support of the European Union, an effort was made to improve the National Parliament´s legislative, supervisory, representative, budgetary, and administrative functions. Particularly, through the strategies of a) strengthening the capacity of legislative officials, b) strengthening dialogue with citizens and civil society, c) strengthening women's leadership, and d) developing lines of action focused on the Sustainable Development Goals (SDG). Due to the global emergency resulting from the COVID-19 pandemic, the alliance between the National Parliament of the Republic of Panama and International IDEA was indefinitely postponed.

Currently, International IDEA is interested in continuing the collaboration with the European Union and its delegation in Panama to resume actions to strengthen the legislative capacities of the National Parliament of the Republic of Panama as well as its interaction with youth, women, minority groups and civil society to reinforce the quality of democracy by fostering political participation in decision-making with new country engagements and citizen´s demands and in a context of an important distrust to institutions, particularly, to the National Parliament.

By encouraging the cooperation between the National Parliament, and civil society organizations as an interconnected ecosystem, International IDEA aims to inspire and support these actors to adopt behaviours, relationships and practices that are conducive to political participation and representation. This project is based on two outcomes: a) strengthening the National Parliament´s capacity to exercise its legislative, oversight and representation functions and institutional systems to become more transparent, inclusive, responsive, and accountable to all citizens and b) engaging civil society organizations with representative institutions democratically and effectively to improve public policy and practice and to hold political decision-makers to account.

The Finance and Administrative Officer will provide high-level financial and administrative support in accordance with project needs and will be responsible for accounting, payments, bank account and providing support to the office on financial and procurement aspects.

Duties and Responsibilities:

• Processes invoices, payment advance requests, and project expenditure reports; prepares and processes payment requests accordingly.
• Conducts bank reconciliations, manages petty cash funds, clears receivables, and oversees overall cash management, facilitating monthly financial closures in accordance with office and institutional requirements.
• Assists with expenditure control, providing guidance to team members on potential cost-saving measures.
• Coordinates and monitors the use and maintenance of project equipment and vehicles.
• Monitors cash flows, ensuring adequate cash levels are maintained monthly for the project.
• Contributes to the preparation of and response to office and project audits.
• Operates and maintains computerized accounting systems and spreadsheets to facilitate day-to-day accounting procedures and reporting requirements.
• Ensures compliance with donor financial and procurement policies, including financial accounting obligations where applicable.
• Ensures International IDEA complies with relevant national laws and procedures related to project finance and administration.
• Maintains records of fixed assets, updating them quarterly.
• Addresses administrative matters for the development of project activities and daily office operations

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:

• Project Manager EU, Panamá

Education and Experience:

• University degree in business, financial management or other relevant discipline.
• Minimum of three (3) years of progressive responsibility in supporting Accounting, Finance, Administration and Grant Management functions.
• Full or part-time professional qualifications in finance and accounting are considered advantageous.
• Experience in working in an international context, e.g., in an intergovernme