Voluntary Contributions Management Officer
OECD
Full-time
On-site
Paris Île-de-France France
Company Description
THE EXECUTIVE DIRECTORATE (EXD)
The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General. Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD’s data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid. As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters. We also provide compliance and risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all our functions.
THE PROGRAMME, BUDGET AND FINANCIAL MANAGEMENT SERVICE (EXD/PBF)
Within the Executive Directorate (EXD), the Programme, Budget and Financial Management Service (EXD/PBF), employs a workforce of approximately 115 staff who provide stewardship of the Organisation’s financial resources on behalf of the Secretary-General. The service is composed of six main business units: Accounting & Financial Support Division; Corporate Procurement Group; Engagement and Strategic Transformation Division; Programme of Work Management Division; Resource Management Systems Division; and Voluntary Contribution Management Group.
Within EXD/PBF, the Voluntary Contributions Management Group (VCM) provides support and advice for the management, administration, and control of voluntary contributions and grants offered to the Organisation. The Group has two teams: Review Acceptance and Administration (RAA) Team and the Reporting, Control & Compliance (RCC) Team, as well as VCM Central which manages transversal projects, accounting controls, and provides support to both teams. The VCM Group is under the responsibility of the Head of VCM Group.
Job Description
The VCM Group is looking for a VC Management Officer for the Review, Acceptance, and Administration (RAA) Section within the Voluntary Contributions Management Division. As part of the RAA Section, the selected candidate will contribute to the review, administration and coordination of voluntary contributions and grants management and will report directly to the Head of the RAA Section.
Main Responsibilities
Voluntary Contribution Management
Review VC offers and agreements from donors, revising as necessary, to ensure compliance with the OECD Financial Regulations and other relevant rules, policies and procedures, in close collaboration with the Legal Directorate. Ensure payment terms of VCs and minimise financial risk.
Review budget proposals to ensure costs are budgeted in conformity with OECD accounting and cost recovery policies.
Manage the acceptance procedures for voluntary contributions and grants, including the preparation of official documents.
Provide advice and guidance on VC administration procedures, accounting and costing policies.
Provide internal and external stakeholders with high quality customer service VC financial processes, solving problems rapidly and independently.
Maintain and update VC guidance, policies and procedures as necessary.
Contribute to improving processes through digitalisation, automation and strict risk control.
Contribute to the development of VC training material.
Manage donor payment collection; prepare and issue invoices, monitor payments, and follow up with OECD directorates and donors to ensure payment.
Analytical work
Support the Head of the RAA Section in his/her role to seek improvements and efficiencies on VC processes.
Analyse, review and maintain an overview of donor contractual conditions.
Under the guidance of the Head of the RAA Section, work closely with LEG and PBF financial experts to review complex donor agreements .
Contribute to contract preparations and negotiations with donors; carry out preliminary reviews of contractual terms; prepare agendas and summaries of negotiation meetings.
Communication and Reporting
Contribute to data management, analysis and reporting on financial information, including supporting the preparation of consolidated strategic and/or analytical reporting for senior management.
Develop and administer training sessions on financial policies and procedures.
Develop, maintain, and update finance related guidelines, policies, manuals, and procedures as necessary.
Develop and maintain productive and collaborative working relationships with key stakeholders both within and outside the Organisation.
Perform other duties as needed.
Qualifications
Academic Background
University degree in accounting, financial management, audit, business administration, law or other related fields.
A professional certification in finance/accounting domain (e.g. chartered accountant or equivalent) or an MBA would be an advantage.
Professional Background
Minimum of 2-4 years practical experience in the areas of accounting, financial management, audit, or other relevant equivalent.
Proven experience in execution of accounting journal entries, control and analysis of financial data, and developing related reports and presentations for varied audiences.
Proven experience in EU financial reporting and audits as well as responding to general audit queries, including data collection, and drafting responses.
Proven experience advising clients and key stakeholders at all levels.
Experience in drafting communications and guidance of a financial nature for audiences of varied backgrounds.
Experience developing, revising, interpreting and/or implementing financial policies, instructions, and procedures.
Experience demonstrating flexibility and a solution-oriented mindset to solve problems and cope with conflicting requests and strict deadlines.
Experience in project management, process automation and optimisation, and data visualisation would be an advantage.
Experience working in a multicultural environment would be an advantage.
Tools
Very good command of Microsoft Office applications, particularly Excel, PowerPoint, and Analysis.
Knowledge of the Organisation’s financial and administrative systems, particularly SAP FI, GM, FM, Business Objects and Power BI. Knowledge of other ERP solutions would be an advantage.
Excellent working experience with IT technologies and proven ability to rapidly master new digital technologies as they emerge.
Languages
Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.
Knowledge of other languages would be an asset.
Core Competencies
OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1); Enable People (Level 1); Ethics and Integrity (Level 2); Collaboration and Horizontality (Level 1); Achieve Results (Level 1); Innovate and Embrace Change (Level 1).
There are three possible levels for each competency. The level for each competency is determined according to the specific needs of each job role and its associated grade.
To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.
Additional Information
Contract Duration
Two-year fixed-term contract, with the possibility of renewal.
What the OECD offers
Monthly base salary starting from 5,044.88 EUR, plus allowances based on eligibility, exempt of French income tax.
Please note that the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.
Click here to learn more about what we offer and why the OECD is a great place to work.
Click here to browse our People Management Guidebook and learn more about all aspects relating to people at the OECD, our workplace environment and many other policies supporting staff in their daily life.
Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.
The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates [who are nationals of OECD member countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities].
The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.
Closing Date
Applications should reach us no later than 23:59 (CET France local time) on 2nd January 2025.
THE EXECUTIVE DIRECTORATE (EXD)
The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General. Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD’s data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid. As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters. We also provide compliance and risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all our functions.
THE PROGRAMME, BUDGET AND FINANCIAL MANAGEMENT SERVICE (EXD/PBF)
Within the Executive Directorate (EXD), the Programme, Budget and Financial Management Service (EXD/PBF), employs a workforce of approximately 115 staff who provide stewardship of the Organisation’s financial resources on behalf of the Secretary-General. The service is composed of six main business units: Accounting & Financial Support Division; Corporate Procurement Group; Engagement and Strategic Transformation Division; Programme of Work Management Division; Resource Management Systems Division; and Voluntary Contribution Management Group.
Within EXD/PBF, the Voluntary Contributions Management Group (VCM) provides support and advice for the management, administration, and control of voluntary contributions and grants offered to the Organisation. The Group has two teams: Review Acceptance and Administration (RAA) Team and the Reporting, Control & Compliance (RCC) Team, as well as VCM Central which manages transversal projects, accounting controls, and provides support to both teams. The VCM Group is under the responsibility of the Head of VCM Group.
Job Description
The VCM Group is looking for a VC Management Officer for the Review, Acceptance, and Administration (RAA) Section within the Voluntary Contributions Management Division. As part of the RAA Section, the selected candidate will contribute to the review, administration and coordination of voluntary contributions and grants management and will report directly to the Head of the RAA Section.
Main Responsibilities
Voluntary Contribution Management
Review VC offers and agreements from donors, revising as necessary, to ensure compliance with the OECD Financial Regulations and other relevant rules, policies and procedures, in close collaboration with the Legal Directorate. Ensure payment terms of VCs and minimise financial risk.
Review budget proposals to ensure costs are budgeted in conformity with OECD accounting and cost recovery policies.
Manage the acceptance procedures for voluntary contributions and grants, including the preparation of official documents.
Provide advice and guidance on VC administration procedures, accounting and costing policies.
Provide internal and external stakeholders with high quality customer service VC financial processes, solving problems rapidly and independently.
Maintain and update VC guidance, policies and procedures as necessary.
Contribute to improving processes through digitalisation, automation and strict risk control.
Contribute to the development of VC training material.
Manage donor payment collection; prepare and issue invoices, monitor payments, and follow up with OECD directorates and donors to ensure payment.
Analytical work
Support the Head of the RAA Section in his/her role to seek improvements and efficiencies on VC processes.
Analyse, review and maintain an overview of donor contractual conditions.
Under the guidance of the Head of the RAA Section, work closely with LEG and PBF financial experts to review complex donor agreements .
Contribute to contract preparations and negotiations with donors; carry out preliminary reviews of contractual terms; prepare agendas and summaries of negotiation meetings.
Communication and Reporting
Contribute to data management, analysis and reporting on financial information, including supporting the preparation of consolidated strategic and/or analytical reporting for senior management.
Develop and administer training sessions on financial policies and procedures.
Develop, maintain, and update finance related guidelines, policies, manuals, and procedures as necessary.
Develop and maintain productive and collaborative working relationships with key stakeholders both within and outside the Organisation.
Perform other duties as needed.
Qualifications
Academic Background
University degree in accounting, financial management, audit, business administration, law or other related fields.
A professional certification in finance/accounting domain (e.g. chartered accountant or equivalent) or an MBA would be an advantage.
Professional Background
Minimum of 2-4 years practical experience in the areas of accounting, financial management, audit, or other relevant equivalent.
Proven experience in execution of accounting journal entries, control and analysis of financial data, and developing related reports and presentations for varied audiences.
Proven experience in EU financial reporting and audits as well as responding to general audit queries, including data collection, and drafting responses.
Proven experience advising clients and key stakeholders at all levels.
Experience in drafting communications and guidance of a financial nature for audiences of varied backgrounds.
Experience developing, revising, interpreting and/or implementing financial policies, instructions, and procedures.
Experience demonstrating flexibility and a solution-oriented mindset to solve problems and cope with conflicting requests and strict deadlines.
Experience in project management, process automation and optimisation, and data visualisation would be an advantage.
Experience working in a multicultural environment would be an advantage.
Tools
Very good command of Microsoft Office applications, particularly Excel, PowerPoint, and Analysis.
Knowledge of the Organisation’s financial and administrative systems, particularly SAP FI, GM, FM, Business Objects and Power BI. Knowledge of other ERP solutions would be an advantage.
Excellent working experience with IT technologies and proven ability to rapidly master new digital technologies as they emerge.
Languages
Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.
Knowledge of other languages would be an asset.
Core Competencies
OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1); Enable People (Level 1); Ethics and Integrity (Level 2); Collaboration and Horizontality (Level 1); Achieve Results (Level 1); Innovate and Embrace Change (Level 1).
There are three possible levels for each competency. The level for each competency is determined according to the specific needs of each job role and its associated grade.
To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.
Additional Information
Contract Duration
Two-year fixed-term contract, with the possibility of renewal.
What the OECD offers
Monthly base salary starting from 5,044.88 EUR, plus allowances based on eligibility, exempt of French income tax.
Please note that the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.
Click here to learn more about what we offer and why the OECD is a great place to work.
Click here to browse our People Management Guidebook and learn more about all aspects relating to people at the OECD, our workplace environment and many other policies supporting staff in their daily life.
Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.
The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates [who are nationals of OECD member countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities].
The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.
Closing Date
Applications should reach us no later than 23:59 (CET France local time) on 2nd January 2025.