The Finance and Administration Officer (P1) is expected to comply with the IUCN Delegation of Authority (DoA) in effect at any given time, as well as with any related sub-delegations. Such compliance must be exercised diligently and in accordance with the letter, spirit and purpose of the DoA.
1. MAJOR RESPONSIBILITIES
• Ensure the financial, accounting, and administrative management of the office.
• Ensure compliance with IUCN policies, donor requirements, and Tunisian legislation.
• Establish and maintain a strong internal control system.
• Coordinate regularly with IUCN-Med (Málaga) on financial matters.
2. SPECIFIC DUTIES:
A. Financial systems, internal control and compliance
• Implement and improve financial and administrative procedures.
• Ensure compliance with Tunisian fiscal, labour, accounting, and NGO-related legislation.
• Maintain a robust internal control environment.
B. Accounting and reporting
• Maintain the accounting system up to date.
• Prepare monthly closing and the NAV checklist.
• Produce monthly financial reports.
• Maintain complete and compliant accounting records.
• Prepare donor financial reports, invoices, and follow-up payments.
• Carry out bank and inter-company reconciliations.
• Contribute to quarterly and annual financial statements.
C. Treasury management
• Monitor cash flow and manage bank accounts.
• Ensure proper justification for all transactions.
• Prepare bank reconciliations and fund requests.
D. Planning, budgeting and forecasting
• Participate in the preparation and monitoring of annual and project budgets.
• Ensure compliance of project budgets with IUCN financial policies.
• Provide cost data, analysis, and forecasts.
• Contribute to updating the regional pipeline (ABC list).
• Participate in the calculation of staff time rates.
E. Administration and operational management
• Manage administrative functions of the office: suppliers, contracts, procurement, logistics.
• Ensure compliance with administrative and regulatory requirements in Tunisia.
• Manage official documentation and fiscal, social, and legal obligations.
F. Audits and donor compliance
• Prepare and support internal, external, and project audits.
• Implement audit recommendations.
• Maintain relations with key institutional counterparts (banks, tax and social authorities).
G. Strategic support
• Provide technical advice to IUCN-Med.
• Contribute to financial, legal and operational risk assessments.
• Perform any additional duties related to financial and administrative functions.
H. Financial Management of CSO Grant-Making Programmes
Under the supervision and guidance of the Head of Finance, IUCN-Med, the Finance & Administration Officer will ensure that all financial tasks related to the Mubadarat programme are carried out in full alignment with IUCN and donor’s standards, procedures and approvals.
Key responsibilities include:
Due diligence, contracting and financial setup
• Support the due diligence of prospective subgrantees, including review of financial systems, internal controls, capacity risks, and eligibility of proposed expenditures.
• Support the preparation and completion of subgrant contracts, including budgeting tables, payment schedules, and compliance requirements.
Budget review and financial planning
• Review subgrantee project budgets to confirm alignment with programme rules, national regulations, and donor requirements.
• Identify unrealistic costs or inconsistencies and propose adjustments in coordination with the National Coordinator and programme team.
Tools, manuals and guidelines
• Contribute to the development of financial guidelines, operational manuals, and compliance instructions for CSO partners.
• Develop or adapt standard templates for budgets, financial reporting, expenditure justification, and procurement documentation.
Capacity building and training
• Develop and deliver training sessions (in Arabic, French or English as relevant) to subgrantees on financial management, internal control, procurement, cost eligibility, and reporting requirements.
• Provide ongoing technical assistance to strengthen CSO financial procedures, documentation practices, and compliance with grant agreements.
Monitoring, verification and reporting
• Review subgrantee financial reports, ensuring adequacy, completeness, eligibility of costs, and compliance with donor and IUCN standards.
• Conduct spot checks, desk reviews and verification of supporting documents.
• Ensure all financial documentation is properly filed, archived and audit-ready.
Support to national coordinators and CSOs
• Provide ad hoc support to resolve financial reporting issues, procurement questions, documentation gaps, or compliance risks.
• Communicate proactively with national coordinators to ensure they understand and apply financial requirements throughout the project cycle.
Audit coordination
• Serve as the focal point for external auditors responsible for certifying project expenses of subgrantees.
Important Note
The above TORs outline the main responsibilities and duties associated with this position. However, in an evolving organisation such as IUCN, staff members are expected to show flexibility and undertake other tasks reasonably assigned to them, even if not part of their regular TORs. If any task becomes a regular part of the role, the TORs should be revised in consultation between the manager, the staff member, and the HR Unit. Any of the three may initiate this process.