Location: Bogota, Colombia
Reports to: Program Manager, SHARE Program Colombia
Contract Type: Temporary Fixed-term contract (maternity leave cover), full-time
Language requirements: English and Spanish
Eligibility: Must be legally able to work in Colombia; Please note that this is a local position and there is no relocation allowance. Cuso International will not consider applications from candidates not able to work in Colombia.
Cuso, created in 1961, is a development organization that works to reduce poverty and inequality through the efforts of highly skilled volunteers, collaborative partnerships, and compassionate donors. Cuso works in developing countries in Africa, Asia and Latin America and the Caribbean and currently has programming in 12 countries, including Colombia. Thanks to the support of our donors and the Canadian government, Cuso International in Colombia will continue to cooperate with local partners and provide technical assistance with international volunteers through the “Sharing Canadian Experience for Inclusive Development and Gender Equality” (SHARE) program for the period of 2020-2027. The volunteer program is complimented by a program of small grants (or grants) that are aligned with the organizational strengthening plans with each partner. Within the framework of the Sustainable Development Goals (SDGs) and the action areas of Canada's International Feminist Assistance Policy (FIAP), SHARE will seek to strengthen the capacities of local organizations to offer more inclusive, innovative, and environmentally sustainable development programs and services for vulnerable populations in situations, especially women, youth and victims of the armed conflict. In Colombia, the volunteer program seeks to strengthen the capacity of local organizations aligned with our goals:
· Supporting gender equity and social inclusion: including, forging alliances with organizations led by women, that work for the promotion and protection of the human rights of women and different populations, strengthening spaces for their advocacy, participation, and economic inclusion.
· Improving opportunities for economic, inclusive and sustainable development: including, forging alliances with organizations that promote economic opportunities for rural and vulnerable women and youth in all sectors; that work for the regeneration of rural economies, the establishment of value chains or alternative and resilient livelihoods to climate change. They support the participation and incidence of women and young people in the conservation of the environment and protected areas that provide ecosystem services for communities in vulnerable situations.
Cuso is seeking applications for an interim Program Support and Finance Officer (PSFO) to cover a maternity leave. Reporting to the Program Manager, the Program Support and Finance Officer (PSFO) will manage all administrative, accounting and financial systems in accordance with Cuso International requirements and will provide administrative support to the program and volunteers related to the SHARE program, including: contributing to the strategic development of the finance functions in leading its implementation and ensuring standards, policies and procedures and practices are consistent with Cuso International financial systems and procedures; providing proactive and extended support to partners and volunteers; and acting as a key contact for all program and logistical queries and volunteer health and safety. The post holder will support the financial duties of the VENSIT 3.0 project, currently being implemented in Colombia to support the migration population. The functions of this supporting role are strictly related to financial controls, reports, and payments.
Deliverable: Proactively plan, manage, and report on the administration and finance of the SHARE and VENSIT 3.0 program in Colombia.
- Support the Country Office in the implementation of the Annual Work Plan and budget, in compliance with Cuso International finance policies and procedures and proper functioning of the financial system.
- Ensure all financial matters relating to volunteers, programs and administration in Colombia are processed effectively and in a timely manner, and consistently with Cuso International financial policies and procedures.
- Participate in the preparation and adjustments of the annual budget for Cuso International in Colombia, including periodic performance-to-budget reports, as required.
- Process and prepare all monthly financial reports, on a timely basis and within minimal margin for error, including reports for complementary projects as required,
- Ensure budget monitoring by controlling and verifying payments for all authorized expenditures.
- Follow up of payments for all authorized expenditures.
- Process and record all transactions in Colombia (income and expenses) daily and prepare monthly reports.
- Support the maintenance of accurate inventory of all fixed assets within the country office.
- Obtain quotations for budget purposes, as requested.
- Diligently operate and maintain accurate records of petty cash operations.
- Support the Finance Officer in our headquarters (HQ) on activities related to internal and external financial audits.
- Monthly accounting and volunteer file review.
- Document support for quarterly audits required by partners.
Volunteer Program Support
Ensure all systems, processes and procedures for volunteer support and administration are effectively and efficiently implemented to adequately support volunteers in country.
Administration, logistics and Finance support
- Ensure all volunteers are covered by appropriate insurance policies, according to Cuso International guidelines.
- Manage and resolve all volunteer requests related to administrative and financial matters in an efficient manner.
- Liaise with sector partners to find and/or ensure adequate housing is provided on behalf of Cuso International in Colombia, including by organizing and managing accommodation, advising on rental contacts, installation, and relocations.
- Arrange for volunteers’ visas, including all necessary documentation for permits to be issued and keeping a record of expiry / renewal dates in Colombia.
- Be the key contact for volunteers and partners for all administrative and logistical queries and issues in Colombia.
- Responsible for the maintenance and accuracy of volunteer personal records on Cuso Base.
- Ensure accessibility and maintenance of all volunteer files (print and digital on the shared drive); files to include partnership agreement, placement description and any relevant items and/or correspondence to and from the volunteer during their service (i.e., In-Country transfer, Extenders, completed reports, medical leave and/or compassionate leave from country).
Health and Security support
- Follow up of health-related payments for volunteers.
- Support volunteers when having health-related issues.
- Develop and maintain relevant Volunteer Briefing sector/partner/placement/safety plans/admin information pages for Colombia.
- Update safety and security assessments and related information.
- Work with the respective Program staff and colleagues, to take appropriate action to always ensure volunteers’ safety and especially in times of civil, military or natural disturbances, and to be a third emergency contact for Colombia.
- Responsible for the maintenance and accuracy of emergency information sheets and medical information for volunteer placements.
- Inform volunteers of relevant changes in Cuso International security policies and procedures in Colombia.
- Manage the office security committee and ensure that monthly basis sessions are held to make that decisions made are implemented.
- Liaise with security institutions and appropriate authorities to gather and process relevant information regarding volunteers/staff safety & security.
Volunteer orientation and recruitment
- Ensure all administrative requirements for volunteer arrival, orientation and departure are implemented and adequate training is provided to volunteers for an effective placement.
- Ensure timely completion and submission of all volunteer monitoring and reporting forms to the Cuso International.
- Communicate volunteer feedback to other colleagues in the Regional Office and Ottawa as appropriate.
- Inform volunteers of relevant changes in Cuso International volunteer policies and procedures in Colombia.
- Support the Program Manager with volunteer recruitment, including collaborating with program staff to ensure timely submission of placement request, participating in volunteer interviews and selection.
Proactively manage project finances, ensuring properly understood, monitored, and accounted for in line with donor requirements.
- Manage and maintain financial records and documentation for individual project grants.
- Provide support to the Country Office on setting, implementing, monitoring and management of project budgets and financial reporting in accordance with agreed funding terms and expenditure plans.
- Provide support to partner organizations on implementing and monitoring the budget execution of funds given by Cuso International.
- Support the Country Office in gathering information, monitoring expenditures, narratives and financial reporting for donors and funding activities, as requested.
- Work with the Country Office to ensure that systems to facilitate administration and financial work are as accurate, efficient and customer focused as possible.
Work with the administration team to proactively manage the office to ensure administration and systems are accurate, efficient and customer focused as possible.
- Maintain an orderly, accessible, and confidential filing system and assist with filing of key documents.
- Work with the administration team to ensure and monitor general office maintenance and the smooth functioning of all fixtures, fittings, and equipment.
- Ensure regular office functions are performed effectively and efficiently e.g., banking, post office, stationery/supplies, cleaning services and general logistics.
- Be familiar and the lead reference point in the office for HR policies and procedures of Cuso International.
- Proactively support recruitment and selection process of mandatory local interns.
- Work with the administration team to ensure all staff and fixed assets are covered by appropriate insurance policies according to Cuso International guidelines and manage all processes related to staff insurance.
- Periodically support staff travel logistics (agenda, airline, accommodation, documentation to carry, etc.)
· Ensure assets disposal procedures when giving away fixed assets.
The PSFO is expected to work effectively as part of the Cuso International staff team, and to:
- Managing and updating databases for Colombia.
- Prepare the courier packages (all documents to be recorded).
- Support and contribute to Cuso International fundraising and public engagement activities, as required.
- Provide cover to other staff as needed.
- Act as emergency phone holder.
- Attend meetings, as required.
- Provide technical support to counterparts.
- Undertake specific additional responsibilities from time-to-time, as may be agreed upon with the Line Manager.
- Diploma/Degree in Finance and/or Business Administration with emphasis in accounting or acceptable combination of education, training and /or experience related to job requirements.
- Minimum of two (2) years of work experience in finance and/or business administration
- Experience working with financial software packages.
- Sound knowledge of accounting practices
- Knowledge and experience of the concept of restricted and unrestricted funds and financial management policy frameworks
- Knowledge of general office procedures
- Excellent financial planning, budgeting, and report-writing skills.
- Proficiency with Office Suite (Windows, Word, Excel, Power Point, Outlook) database, internet and accounting based systems.
- Efficient communication skills (verbal and written)
- Excellent interpersonal skills, including the ability to listen, be patient, diplomatic and maintain confidentiality.
- Good organization, time management, planning and priority setting skills, and demonstrated initiative.
- Sound judgment and effective problem-solving abilities.
- Flexibility to adapt to new situations with a positive and professional attitude towards working within the organization’s standards.
- Strong attention to details and good track record in error-free accounting.
- Excellent team player and able and willing to work flexibly to ensure objectives of the team are met.
- Interest and/or knowledge of international development issues.
- Knowledge of Cuso International goals and approach to development work.
- Experience working in a non-governmental or not-for-profit.
- Knowledge and/or experience in safety and security context