VACANCY ANNOUNCEMENT – DIRECTOR OF ADMINISTRATION AND FINANCE - 01/26

The Director of Administration and Finance at the International Conference
on the Great Lakes Region (ICGLR) is responsible for providing strategic leadership and oversight of the Secretariat's administrative, financial, human
resources, procurement, and information technology functions. This role
ensures that the internal operations of the ICGLR are efficient, transparent,
and aligned with the principles and commitments of the ICGLR Pact on Security, Stability, and Development in the Great Lakes Region. The Director
plays a key role in institutional strengthening, compliance with organizational
policies and international standards, and the effective delivery of support
services to all directorates and programs. Working closely with the Executive
Secretary, the Deputy Executive and other senior leaders, the Director ensures
sound financial management, robust internal controls, and organizational sustainability. Strong leadership, integrity, and cross-functional expertise are
essential for advancing the Secretariat's mandate and operational excellence.

Human
Resources
Management
Financial
Management
Coordinating the development, review and
interpretation of HR policies, and ensuring compliance;
Coordinating the development, approval and
implementation of performance Management
systems;
Ensuring that each staff has a Job description,
schedule of duties and relevant performance tools
and conducting regular reviews on the Terms of
reference for all CS staff:
Conducting regular salary survey to keep the pay
systems in line with regional or international
organizations and ensuring salaries are paid in line
with ICGLR policies;
Carrying out Capacity Needs Assessment and
Developing Capacity needs programs for staff
with the view of building human
capital/institutional knowledge through manuals,
communication and training;
Advise authorities on policy issues and HR
management matters;
Devising measures to ensure consistent HR
system application and enforcement of established
rules, regulations and standards within the
delegated authorities;
Take leadership in resource mobilization, budget
control and ensuring that funds are allocated to the
planned programs in efficient and effective
manner in ICGLR and other intergovernmental
agencies;
Coordinating the process of budgets preparation,
budget approval and budget execution for all
programs in ICGLR;
Ensuring timely preparation of Financial reports,
documents and Books of Accounts for Audit:
Maintaining integrity of the financial systems,
review of budget requirements and consistent
application of the rules;
Participating in the establishment and
implementation of internal controls and ensures
accuracy, promptness and appropriateness of
information to be reported to the Executive
Secretary:
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Monitoring use of funds and cash flows and
proposing and advising allocation of funds where
there are cash deficits taking leadership in
initiation of Financial Management Policies;
Setting up mechanisms to ensure full
implementation of the financial management
procedures and close follow-up of internal and
external audits recommendations;
Organize and take part in progress review
missions regarding projects and forwards
comments/ annotated reports to his superiors and
other relevant stakeholders involved.
Coordinating the preparation of Procurement plans
by all concerned offices and developing
supplier/service providers' contracts;
Initiating, reviewing and drafting procurement
policies and guidelines;
Providing secretarial services to Procurement
Committees, ensuring value for money of
procurements and keeping records for all
procurement Committee meetings;
Identifying, evaluating and setting up mechanisms
for management and maintenance of CS materials,
equipment and assets;
Defining and setting up harmonized mechanisms for
public procurement guidelines and plan, especially
for large services and works, and bidding documents; Procurement,
Logistics and
Assets
Management
Ensuring application and adherence to approved
policies based on the international standards and
best practices with regard to transparency, fair
competition, efficiency and value in the
procurement;
Formulating business improvement initiatives to
minimize costs by effective utilization of assets as
well as enhance performance and profitability;
Proposing adequate information systems to track all
procurement activities (from quotation to delivery)
to all necessary stakeholders in the process;
Setting up mechanisms to organize and expedite
timely payment of all goods and services rendered, in
respect of approved budget and financial rules;
Initiating mechanisms to monitor and evaluate and
ensure conformity with the finance, procurement
rules and procedures;
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Information
Technology and
Records
Management
Oversee logistics functions including travel
coordination, fleet management, and inventory
control.
Ensure effective management of assets and
resources to support operational needs.
Develop and oversee the implementation of IT
strategies and systems.
Ensure secure, reliable, and efficient digital
infrastructure and information systems.
Implement effective records and document
management policies.
Responsible for initiating and managing all
procurements regarding Fleet, Fuel cards, and
other utilities:
Responsible for Supervising the Administrative
Unit and staff;
General
Administration
Performing any other tasks as required in line with
the present terms of reference;
Responsible for smooth implementation of the
Conference Secretariat HQ Agreement and MOUs
signed with the Host country;
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Maintaining close contacts with relevant
Government officials with a view to resolving any
(emerging) issues including taxation (and tax exemption), customs clearance, Protocol, security,
accommodation, privileges and immunities
offered to the international civil servants

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