Portfolio Assistant, ESARO (GEF and GCF), Nairobi

SPECIFIC DUTIES AND RESPONSIBILITIES:

Financial Management and Administration;

• Assist the Regional Portfolio Manager, the Portfolio Officer, and the MFU Senior Finance Officer in reviewing financial reports submitted by implementing partners.
  
• Maintain a consolidated calendar of financial reports to be submitted by implementing partners across the ESARO portfolio.
  
• Ensure timely recording of implementing partners' expenditures in the IUCN financial system.
  
• Support periodic review of GEF/GCF projects and the portfolio's financial performance.
  
• Support the MFU Senior Finance Officer in the reconciliation of ESARO GEF/GCF projects in the
  
• UCN financial system and facilitate preparation of project financial closure;
  
• Provide the Portfolio Manager and Portfolio Officer with financial information and analysis to support overall management of the ESARO GEF/GCF portfolio, as required.
  

Project Preparation Activities and Budgeting;

• Assist the Regional Portfolio Manager, Portfolio Officer, and MFU Senior Finance Officer in the preparation of GEF/GCF project budgets.
  
• Ensure budgets are aligned with IUCN and GEF/GCF guidelines and policies.
  
• Facilitate planning and procurement for project preparation activities.
  
• Ensure accurate recording of expenditures under GEF Project Preparation Grants (PPG) and the GCF Project Preparation Facility (PPF).
  
• Provide guidance on the use of budgeting tools, such as the budget review tool and the finance checklist for donor contracts, and review completed checklists.
  

Audits;

• Maintain a consolidated calendar of audit reports required from implementing partners and to be submitted to donors.
  
• Ensure timely submission of project financial audit reports by implementing partners.
  
• Support and coordinate with project staff to facilitate the preparation and submission of GCF project audit reports, given the region's active GCF portfolio (Kenya and Rwanda flagship projects).
  
• Assist the Regional Portfolio Manager and the MFU Senior Finance Officer in reviewing audit reports submitted by implementing partners and highlighting issues of concern.
  

Year-End Closing;

• Assist the MFU Senior Finance Officer on outputs pertaining to year-end closing, especially those relating to implementing partner accruals for GEF/GCF projects.
  

Other Administrative Tasks as Requested;

• Perform any other administrative or financial tasks assigned by the line manager, as required by programme/project needs.
  

REQUIREMENTS:

• Bachelor's or Master's degree in Accounting, Finance, Business Administration, or a relevant field.
  
• Excellent proficiency in written and spoken English. French or Portuguese is an asset given the region's linguistic diversity (including Mozambique, Angola, and Francophone countries in the Great Lakes area).
  
• At least 7 years of full-time professional experience in Finance, Accounting, or Project Finance Management.
  
• Experience supporting the financial management of a portfolio with donors and a large number of projects in an international, multicultural context.
  
• Proficiency with accounting software is essential; familiarity with ERP/SAP systems is strongly preferred.
  
• Proficiency in Word, Excel, and online collaboration tools (OneDrive, Dropbox, Microsoft Teams); familiarity with institutional project portals is an asset.
  
• Comfort using digital finance and reporting tools, and willingness to use available AI-enabled tools (for example, to speed up data reconciliation checks, first drafts of routine correspondence, or report formatting) to increase efficiency, while checking outputs carefully and flagging any discrepancies rather than accepting automated results at face value.
  
• Knowledge of and experience working with IUCN and partners, or similar international organizations, is required.
  
• Knowledge of the Adaptation Fund, GEF and GCF is an asset.
  

Core Competencies;

• Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
  
• Inclusiveness: Understands and accepts cultural diversity, and provides a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
  
• Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner.
  
• Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.
  

SPECIFIC DUTIES AND RESPONSIBILITIES:

Financial Management and Administration;

• Assist the Regional Portfolio Manager, the Portfolio Officer, and the MFU Senior Finance Officer in reviewing financial reports submitted by implementing partners.
  
• Maintain a consolidated calendar of financial reports to be submitted by implementing partners across the ESARO portfolio.
  
• Ensure timely recording of implementing partners' expenditures in the IUCN financial system.
  
• Support periodic review of GEF/GCF projects and the portfolio's financial performance.
  
• Support the MFU Senior Finance Officer in the reconciliation of ESARO GEF/GCF projects in the
  
• UCN financial system and facilitate preparation of project financial closure;
  
• Provide the Portfolio Manager and Portfolio Officer with financial information and analysis to support overall management of the ESARO GEF/GCF portfolio, as required.
  

Project Preparation Activities and Budgeting;

• Assist the Regional Portfolio Manager, Portfolio Officer, and MFU Senior Finance Officer in the preparation of GEF/GCF project budgets.
  
• Ensure budgets are aligned with IUCN and GEF/GCF guidelines and policies.
  
• Facilitate planning and procurement for project preparation activities.
  
• Ensure accurate recording of expenditures under GEF Project Preparation Grants (PPG) and the GCF Project Preparation Facility (PPF).
  
• Provide guidance on the use of budgeting tools, such as the budget review tool and the finance checklist for donor contracts, and review completed checklists.
  

Audits;

• Maintain a consolidated calendar of audit reports required from implementing partners and to be submitted to donors.
  
• Ensure timely submission of project financial audit reports by implementing partners.
  
• Support and coordinate with project staff to facilitate the preparation and submission of GCF project audit reports, given the region's active GCF portfolio (Kenya and Rwanda flagship projects).
  
• Assist the Regional Portfolio Manager and the MFU Senior Finance Officer in reviewing audit reports submitted by implementing partners and highlighting issues of concern.
  

Year-End Closing;

• Assist the MFU Senior Finance Officer on outputs pertaining to year-end closing, especially those relating to implementing partner accruals for GEF/GCF projects.
  

Other Administrative Tasks as Requested;

• Perform any other administrative or financial tasks assigned by the line manager, as required by programme/project needs.
  

REQUIREMENTS:

• Bachelor's or Master's degree in Accounting, Finance, Business Administration, or a relevant field.
  
• Excellent proficiency in written and spoken English. French or Portuguese is an asset given the region's linguistic diversity (including Mozambique, Angola, and Francophone countries in the Great Lakes area).
  
• At least 7 years of full-time professional experience in Finance, Accounting, or Project Finance Management.
  
• Experience supporting the financial management of a portfolio with donors and a large number of projects in an international, multicultural context.
  
• Proficiency with accounting software is essential; familiarity with ERP/SAP systems is strongly preferred.
  
• Proficiency in Word, Excel, and online collaboration tools (OneDrive, Dropbox, Microsoft Teams); familiarity with institutional project portals is an asset.
  
• Comfort using digital finance and reporting tools, and willingness to use available AI-enabled tools (for example, to speed up data reconciliation checks, first drafts of routine correspondence, or report formatting) to increase efficiency, while checking outputs carefully and flagging any discrepancies rather than accepting automated results at face value.
  
• Knowledge of and experience working with IUCN and partners, or similar international organizations, is required.
  
• Knowledge of the Adaptation Fund, GEF and GCF is an asset.
  

Core Competencies;

• Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
  
• Inclusiveness: Understands and accepts cultural diversity, and provides a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
  
• Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner.
  
• Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.