WWF Cuba is part of WWF Netherlands (Stichting Het Wereld Natuur Fonds Nederland) with an office located in Havana and one Programme Director. The Financial and Operations Manager will report to the Programme Director in Cuba and Head of Finance of WWF Netherlands. For the WWF office in Cuba, we are looking for a full-time international expert for the position of Financial and Operations Manager (40 hours per week) for the period of at least two years.
Currently, the Programme focuses on sustainable fisheries, climate change adaptation and species conservation in Cuba.
Major functions:
Responsible for the financial management and operations of the WWF Cuba Marine Programme and specific WWF conservation projects. Ensures appropriate administrative support is provided to contracted WWF field staff and consultants. Ensures smooth operations of projects and of the Cuba Office, complying to Cuban regulations, donor requirements and WWF standards. Responds to queries on matters relating to project financial administration or coordinates with people in the appropriate areas of expertise. Prepares and supports financial reporting to WWF Netherlands, WWF International and donors. Provides administrative and logistical support to the Cuba Programme Director and operational support to project teams.
Major duties and responsibilities:
- Support Field Office day-to-day management activity. Ensures that the Field Office information files are properly maintained. Ensures that meeting minutes and action items are properly taken during meetings.
- Carry out and follow up financial and operational administrative procedures including (but not limited to), - prepare technical sheets of products to be purchased,
- organize purchase committees meetings for projects and decides on best purchase options,
- develop tender and procurement procedures;
- purchase of materials and equipment as required for projects and the office;
- other support to the Programme Director.
- Carry out import arrangements and guarantee safe and proper arrive of project/office materials and equipment to beneficiaries, according to donor and Cuban authorities requirements.
- Carry out financial management including overseeing bookkeeping and the preparation of monthly financial reporting for the head office in Zeist (WWF Netherlands).
- Interact with our local counterparts on project tracking and reporting, troubleshooting and coordination of activities.
- Keeps close contact with MINCEX and Cuban partners as needed for project implementation.
- Reviews individual project accounts in relation to approved budgets. Ensures that project cash flows are properly created and maintained. Highlights areas of significance in report to Programme Director.
- Reviews project expenditures in relation to approved plans. Highlights areas of significance in report to Programme Director
- Prepares internal quarterly and semiannual financial analysis; coordinates preparation of quarterly and semi-annual project reports.
- Drafts annual budgets for discussion with Programme Director and staff in Netherlands. Prepare financial forecasts .
- Drafts contracts for consultants and grantees, as well as for service providers or goods suppliers; monitors compliance with contractual terms, particularly payments and project reporting. Guarantee that contracts are properly and timely signed.
- Ensures optimal flow of funds to projects during the financial year.
- Monitors and reconciles fund activity and reviews financial reports for projects under his or her responsibility.
- Supports preparation of donor reports.
- Ensures that accurate (project)files are maintained and distributed as required.
- Acts as an interface for project staff, head office and consultants regarding financial issues; responds to administrative queries and coordinates with other staff as appropriate. Fundraising support: assists the Programme director in fundraising activities and in developing project proposals
Complexity of decisions:
- Utilizes established procedures to perform a significant number of diverse tasks related to financial monitoring and reporting. Uses judgment to perform some tasks with a degree of difficulty; however, standards, methods or general direction is usually available.
- Analyses administrative problems and recommends or adopts an appropriate course of action.
- Interprets and applies standards and policies related to grants and contracts administration and external reporting.
- Interprets and implements a variety of instructions furnished in written, oral, or schedule form.
- Performs simple analyses related to financial performance
Management and supervision:
No staff supervisory or management responsibilities. Occasionally supervises short-term or temporary contract administrative staff or volunteers. Provides advice and guidance on administrative matters to consultants and project teams.Supervision received:
Receives general supervision from the Programme Director and financial supervision from the Head of Finance of WWF Netherlands. Works independently on tasks related to financial monitoring, in co-operation with the financial department of WWF Netherlands. Reporting and analysis is guided by established procedures and standards and supervised by the Programme Director and Head of Finance of WWF Netherlands. Independent thinking is required when interpreting and reporting project results. Seeks guidance from Programme Director or other contacts when dealing with unusual queries or requests.
Consequence of error:
Misinterpretation of financial information (e.g. budget, funding, coding) and mismanagement can lead to incorrect entries, misallocation of funds and even repayment of funds. There is certain risk of damaging relationships with partners or donors.
Confidentiality
Confidential data related to donors, finances, contracts and contractor information, embargoed press releases and conservation strategy are used on a frequent basis. The opportunity exists for an internal or external breech that could diminish public goodwill toward WWF and WWF’s credibility with stakeholders; damage relationships with donors, partners and contractors; impact on WWF’s ability to achieve conservation goals.
Working relationships:
Internal- Frequent communication related to planning, scheduling or reporting with Field Director and Zeist’s Financial Department.
- Regularly informs or responds to queries from project supervisors and teams, consultants, various staff in all WWF departments
- Occasionally makes presentations to project supervisors and teams
- External
- Regular contacts with Cuban counterparts that carry out project activities
- Frequent or even regular communication with government contacts.
- Regular communication with service suppliers regarding meetings or procurement of services
- Occasional communication with donors regarding WWF events, scheduling of meetings or to provide information related to fundraising initiatives
Requirements
- University degree or college diploma with major course work in business administration, financial management or a related field.
- Five years of experience in project administration or in financial management and projectmanagement
- Has full understanding and masters all donor rules of implementation and reporting requirements.
- Ability to work with Microsoft Office software (particularly excellent domain of Excel) and proficiency in Internet and e-mail applications.
Knowledge
- Knowledge of processes related to grants or contract administration.
- Knowledge of tender and procurement procedures.
- Knowledge of principles and practices related to budgeting and forecasting.
- Knowledge of the political and social economic context of Cuba.
- Ability to write status reports and routine business correspondence.
- Proven administrative, organizational and problem-solving abilities.
- Capacity to travel to remote and rugged locations throughout the country in order to track project advances.
- Affinity with Marine conservation in Cuba
- Full proficiency in English and Spanish (read, written and spoken) is required.
- Valid driver license with faultless safety record is desirable.
Competences
- Able to work independently
- Analyzing skills and the ability to proactive translate to actions and solutions.
- Perseverance
- Enthusiastic
- Persuasive and influencing skills
- Determined
Other requirements:
The applicant must be willing to settle in Havana, Cuba, at least for the minimum period of two years.
Starting date
As soon as possible
Applications should be addressed to Ellen Kloosterman, WWF-Netherlands Human Resources Department before 7 December 2012 (earlier if possible). ekloosterman@wwf.nl
