Regional Resources Manager (Regional Office) - Maternity Replacement

International Centre for Migration Policy Development (ICMPD) in Malta is looking to recruit a Regional Resources Manager (Regional Office) - Maternity Replacement to join their team on a full-time basis. 

Under the direct supervision of the Head of Region (HoR), and in coordination with relevant Headquarter (HQ) Units, the Regional Resources Manager (RRM) for the region, is responsible for coordinating the administrative functions (e.g. budgetary, financial, human resources, shared services) and ensures the application of safety and security management measures required for the implementation of the RO's portfolio in an efficient and cost-effective manner in line with ICMPD policies and procedures.

In this context, s/he acts as an administrative advisor to the HoR and the Portfolio Manager(s) (PM) in the management of the Regional financial and human resources, provides support to resource mobilization for the portfolio, oversees budget control processes and coordinates regional budget monitoring and planning exercises. S/he oversees the provision of the procurement and logistical services, human resources, ICT and shared services, as well as safety and security management measures in the region, consistent with the ICMPD and donors' rules and regulations.

The RRM initiates, oversees and coordinates the planning, control and administrative processes throughout a range of activities related to the scope of work of the RO and Field Offices, addressing issues in an integrated and proactive manner and in line with ICMPD´s rules, regulations, guidelines and business processes, ensuring correct financial reporting as applicable. 

​The RRM leads and guides the Project Support Teams (PST) in the RO and supervises local Administrative and Finance Officers/ Assistants (AFOs/AFAs) in the respective Field Offices, ensuring effective collaboration within the team(s) and with programme staff. S/he plans organise, manages and evaluates the work of the PSTs in the RO and in the Field offices, continuously reviewing the effectiveness of administrative support functions in the region, focusing on the priorities in line with ICMPD's quality management and results-based approach, as well as corporate and regional strategy. 

Please note that this position is open only to applicants who are residents in Malta.

FUNCTION (Task Identity): Under the direct supervision of the Head of Region (HoR), and in coordination with relevant Headquarter (HQ) Units, the Regional Resources Manager(RRM) for the region, is responsible for coordinating the administrative functions (e.g. budgetary, financial, human resources, shared services) and ensures the application of safety and security management measures required for the implementation of the RO’s portfolio in an efficient and cost-effective manner in line with ICMPD policies and procedures. In this context, s/he acts as an administrative advisor to the HoR and the Portfolio Manager(s) (PM) in the management of the Regional financial and human resources, provides support to resource mobilization for the portfolio, oversees budget control processes and coordinates regional budget monitoring and planning exercises. S/he oversees the provision of the procurement and logistical services, human resources, ICT and shared services, as well as safety and security management measures in the region, consistent with the ICMPD and donors’ rules and regulations. The RRM initiates, oversees and coordinates the planning, control and administrative processes throughout a range of activities related to the scope of work of the RO and Field Offices, addressing issues in an integrated and proactive manner and in line with ICMPD´s rules, regulations, guidelines and business processes, ensuring correct financial reporting as applicable. The RRM leads and guides the Project Support Teams (PST) in the RO and supervises local Administrative and Finance Officers/ Assistants (AFOs/AFAs) in the respective Field Offices, ensuring effective collaboration within the team(s) and with programme staff. S/he plans organise, manages and evaluates the work of the PSTs in the RO and in the Field offices, continuously reviewing the effectiveness of administrative support functions in the region, focusing on the priorities in line with ICMPD’s quality management and results-based approach, as well as corporate and regional strategy.

Tasks and Responsibilities (per Job Component):

• Plan and coordinate resource allocation and financial planning processes in the RO and Field Offices in the region, ensuring timely finalisation of budgets and donor agreements;
• In close collaboration with the HoR, PM(s) and Project Managers (PjMs), define operational and staffing requirements and plan and formulate the budget for the RO;
• Advise the HoR and PM(s) on and provide inputs to budget negotiations with donors and to the preparation of donor agreements. Provide inputs to budget proposals and budget justifications;
• Plan and implement a portfolio approach to project financial planning. Analyse financial plans and budgets for financial feasibility and advise on methods to achieve the economies of scale and cost efficiency at portfolio and project levels;
• This job profile is classified at IP4 grade (in accordance with the Functional Chart)
• Analyse, review and validate budget estimates and final budgets, including approving budget revisions, as well as allocation of staff costs and cost for shared staff, services and infrastructure. Analyse and validate allocations and costing for correctness ensuring consistency with donor requirements and ICMPD´s Financial Regulations.

Budget, Cost Control and Financial Reporting:

• Monitor budget implementation and financial performance of the portfolio and as required at the project levels, identify issues, priorities, lessons learned and risk management measures for further action and advise the HoR and PM(s) accordingly;
• Monitor allocation and assess staff costs on a regular basis at the portfolio level ensuring efficient utilisation of resources and optimal deployment of staff costs;
• Act as the Chief Certifying Officer for the portfolio, as necessary (in line with separation of roles) ensuring that financial obligations and expenditures are in accordance with approved budgets and ICMPD´s Financial Regulations. Approve ad hoc expenditures. Verify budget availability and assign to appropriate budget lines;
• Monitor regional bank accounts. Oversee petty cash payments. Liaise with the local banks as applicable;
• Maintain an overview of reporting schedules and coordinate preparation of all financial reports to donors and partners ensuring timeliness, the correctness of information and format. Coordinate with and guide the PST(s) on the preparation of reports;
• Coordinate preparation of the internal financial reports, consolidation of the lessons learned and provide financial analysis on the financial performance of the portfolio as applicable.
• In collaboration with relevant HQ units, coordinate support to financial audit. Clarify and respond to questions relating to financial reports;
• Identify issues, priorities and weaknesses in budget implementation, expenditure control and financial performance, develop solutions and provide advice to the PM (s) and PjMs on the possible corrective actions.

Planning and Delivery of Administrative Services:

• Plan cost-efficient administrative services for the RO and Field Offices in the region (premises management, logistics, human resources, ICT infrastructure and services, procurement and safety and security) and ensure timely and client-oriented implementation;
• Oversee procurement and contracting processes for services and supplies below EUR 60.000 to the RO and Field Offices in the region, ensuring cost-effectiveness of all procurement, management agreements and performance of suppliers and service providers. Oversees compliance with ICMPD´s procurement rules and procedures in the application of contracts and agreements;
• Oversee human resource processes for ICMPD employees assigned to the RO and Field Offices in the region, ensuring compliance with ICMPD’s human resources regulatory framework and accurate management of HR records including compliance with the Seat Agreement on local tax obligations for staff as applicable;
• Oversee and organise travel processes, ensuring compliance with budget allocations and ICMPD´s rules;
• Oversee efficient and effective organisation of office space and or premises, including the opening of Field Offices, in accordance with ICMPD’s rules and regulations. Provide guidance and support to the RMO-Administration in the negotiation of lease agreements with the objective of ensuring the best possible conditions and price for ICMPD.
• Under the guidance of the ICMPD Senior Security Advisor and in close coordination with the HoR, act as a security focal point. S/he ensures implementation of safety and security management measures for ICMPD employees, premises, vehicles and operations, in alignment with ICMPD Security Policy and Procedures. Serves as a local point of contact with authorities for safety matters.
• Management of Project Support Teams (PST) :
• Plan and organise the work of the staff of the PSTs in the RO and Field Offices in the region, by allocating tasks, supervising task completion and coordinating work processes. Monitor quality of work and take corrective action;
• Assess the performance of staff under supervision. Motivate and mentor;
• Keep staff abreast of developments relating to ICMPD´s rules, guidelines and business processes as well as organisational objectives;
• Train and advise project staff and partners in ICMPD business processes, rules and guidelines;
• Facilitate and encourage knowledge development and information exchange in the PSTs and with project teams and relevant units in HQ;
• Provide guidance on rules, procedures and requirements to the ICMPD employees of the RO and Field Offices;
• Leads the development of the region-specific workflows, operational manuals for specific locations in the region;
• Actively participate in ICMPD-wide initiatives to improve systems and practices, development and implementation of processes and work tools, formulation of procedures, guidelines and manuals. KEY RESULTS (as per Job Component):
• Effective and efficient coordination and cooperation with relevant HQ Units;
• Resources of the RO and Field Offices, allocated for, planned and managed for efficiency, effectiveness and economy;
• Budgets formulated, allocated and reallocated according to financial feasibility, cost-effectiveness and economies of scale in line with donor requirements and ICMPD`s financial rules, applying a portfolio approach;
• Internal control processes and financial controls safeguarded and certification function carried out with integrity and objectivity;
• Regional workflows in place;
• Human resource processes for ICMPD employees in the RO and Field Offices implemented according to ICMPD’s staff regulations and HR policies;
• Procurement processes overseen and supported according to ICMPD´s rules and good procurement practices;
• Overall operations of the RO and Field Offices managed and administrative services, including ICT, provided in a cost-effective and client-oriented manner;
• Contractual arrangements of ICMPD employees aligned with Seat Agreements and national legislation as applicable;
• ICMPD´s security and safety measures were implemented rigorously and security information was escalated promptly to secure the safety and well-being of employees.

Incumbent Profile:

• Minimum of 8 years of relevant experience in the financial management of projects and programmes and/or audit with significant responsibilities in budget preparation, resource planning, budget monitoring and analysis of implementation;
• Experience in operations and administrative management at the international level is required; 
• Knowledge of internal control and ERP systems;
• Strong experience with financial management regulations, procedures and rules of the European Commission (EC) is an asset;
• Demonstrated experience in the management of multi-cultural teams.

Corporate Qualifications:

• Work experience in an international context;
• Proficiency in (verbal/written) English; proficiency in a major EU language is an asset;
• Master´s degree related to the area of work.