Duties and responsibilities:
Strategic and operative planning
- Within the Office of Management, Planning and Finance, participate in and help shape the organization's strategic vision and formulate the strategic plan over the long term;
- In collaboration with the Management, Planning and Finance Senior Officer, establish annual strategies and goals to fulfill the mandate of the Executive Secretariat of the IACHR and define the programs and projects over the long term;
- Plan, organize and implement a comprehensive, diversified and sustained fundraising.
- Program to support the current mandate of the Executive Secretariat and its strategic plan.
Designing of projects
- Design projects, define scope, purposes, objectives, goals, indicators and logical frameworks according to the methodologies from OAS and the correspond donors and in the framework of the Executive Secretariat mandate and its strategic plan.
- Develop the budget for each project and the time schedule in compliance of strategic plan and submit to Financial Department following internal policies and procedures from the OAS.
- Submit the projects to Evaluation and Planning Department to be evaluated according to internal policies and to attend the recommendations and adjustments from this Department.
- Identify new potential donors, maintain effective information on existing donors, and develop a comprehensive stewardship program to retain donors.
- Coordinate the preparation and submission of fundraising proposals. To that end, researches background information leading to developing content and formulating objects for presentation to donors.
- Prepare de proposals according to the methodologies of the donors, prepare every document required as annex required by the potential donor.
- Negotiate with donors the terms of the agreements or memorandums of understanding.
- Review and analyze templates and requisitions for compliance with donor's agreements, as well as for accuracy.
- Attend the internal procedures from OAS to obtain the revision from Legal, Planning and Financial Departments of the draft of agreements and contracts;
- Follow up the process of signature, opening the account in the OASES system and incorporation of incomes.
- Supervise the implementation of all projects activities, ensuring that performance schedules are observed, outputs are completed, and projects targets reached according to schedule and within budget.
- Prepare interim and final reports of the projects according the commitment with the donors.
- Ensure that program funds are spent in accordance with donor rules and regulations.
- Provide financial oversight of the projects ensuring that the project is properly budgeted and that spending reflects budget planning.
- Oversee all financial issues, project/program and grants accounting; ensure that expenditures are consistently aligned with grant and program budgets throughout the grant/fund period;
- In cooperation with the finance officer prepare financial reports according to the agreements and commitments with donors.
- Supervise the actions required to draft the financial and narrative reports to donors timely.
Administrative and financial management
- Develop the overall program budget, manage it within approved spending levels, and establish an annual cash flow plan broken down by month to ensure a steady and adequate supply of funds for annual plan;
- Manage the annual budgeting compare to physical execution and identify and correct variances as appropriate;
- Work with staff members to ensure that goals and objectives are appropriately set to realize strategic objectives of the strategic and operative plans;
- Design and prepare terms of reference to contract or hire consultants and services needed for the projects;
- Request to the correspond areas from OAS (Procurement, human resources or legal department) the elaboration of contracts or extend according to necessities and the work plan of the projects;
- Coordinate the development of the activities carried out by consultants and suppliers of services.
- Authorize payment; consult availability of funds for each expense or activity carried out in the framework of any project;
Conducting special activities
- Publications: Coordinate the publication of books and documents of the office. To this end, follow the internal policies from over the institutional image, give the correspond format to the documents; request the registration and codification at the Library; request and hire design and printing services; Assign activities to the administrative assistant to provide the logistic support in procurement process; and Supervise the process of distribution.
- Academic Visits: look for and contact local partner to develop the activities during the academic visits programmed in the framework of the projects; negotiate the contracts; coordinate the agenda in each country; coordinate the scope and content of the seminars and other academic events; assign the budget according the availability of each project; organized the materials to give to each attendee; coordinate the dissemination and process of call attendees and the draft of report. Assign activities to the administrative assistant to provide the logistic support.
- Perform other duties as required.
Education & Experience:
Essential: First University Degree (Bachelor) in Economics, Business Administration, International Affairs or a related field issued by a duly accredited institution and 7 years of relevant experience at the national or international level OR Advanced University Degree (Master) in one of the above fields issued by a duly accredited institution and 4 years of relevant experience OR Doctorate issued by a duly accredited institution and 1 year of relevant experience.
Desirable: Experience or knowledge of the OAS mandates and priorities as related to the area of work and/or the dynamics of the Inter-American agenda and system.
Computer Skills: Ability to effectively work using Microsoft Office (e.g. Outlook, Word, and Excel), Oracle financial system, and other software applicable to the area of work.
Essential – Proficient in English and Spanish (read, write and communicate). Language proficiency examination will be required.
Desirable – Working knowledge of French and/or Portuguese.
Personal Competencies: Client Orientation, Knowledge Sharing, Teamwork, Interpersonal Skills, Managing and Coaching Staff, Strategic Planning, Encouraging Innovation, and Decision Making/Judgment. Ability to clearly communicate in the languages required for the post.
The OAS is committed to achieving a diverse staff and therefore will take into account a wide geographic representation as well as gender equity and equality in the selection of candidates.
Please note that the mandatory retirement age for staff members at the General Secretariat of the OAS is 65 years old.