Budget Administration Mel Lazio

Budget Administration Mel
Roma
Lazio, Lazio

The Land Portal Foundation is a non-for-profit organization based in the Netherlands dedicated to supporting the efforts of the rural poor to gain equitable access to land by addressing the fragmentation of information resources on land.

We believe access to information is crucial to achieve good land governance and to secure land rights for vulnerable people.

Our mission is to build an information ecosystem for land governance that supports better informed decision and policy making at national and international levels.

Our belief is that within a functioning and inclusive information ecosystem data, both information and the diversity of perspectives become more visible and accessible to a much larger audience.

Ultimately, this significantly increases the chances that the information reaches target audiences in a way that contributes to securing people's land rights.

The Land Portal website brings together content from over 1, 000 partner organizations all over the world.

**General responsibilities

She/he will support all administration and budget functions of the Land Portal Foundation, including recording, classifying, examining and analysing data and records of financial transactions.

He/she will also support Monitoring and Evaluation activities for the Foundation.

**Specific responsibilities

**Budget**:

- Preparing the forecasted budget for the Land Portal Annual Work-Plans, in collaboration with the Land Portal Team Leader and Finance Officer and submitting to the Board for approval during annual meetings;

- Budget administration: keep track of program financing (administering what is being spent and committed to) under the supervision of the Finance officer;

- Maintaining the filing systems updated including record keeping of minutes, official documents invoices, payments, receipts, information and data of the Foundation;

- Producing monthly and quarterly financial statements and regular financial reporting and financial information for the Land Portal Coordinator, the Board of Directors and donors;

- Produce financial forecasts for current and future years or for specific thematic streams or specific projects to support program management, resource mobilisation, planning and to help prioritise activities.

- Ensure compliance with applicable standards, rules, regulations and systems of internal control; interpret and evaluate results.

Make sure funds are used as allocated.

- Support the finance office with annual audits, providing the necessary assistance.

- Creating payment batches, making payments and filing the necessary documentation.

**Administration**:

- Support Event planning (include official meetings and events), including establishing and confirming mutually-convenient timing and locale; circulating relevant materials and objectives to participants with sufficient time in advance for preparation and feedback; preparing for meetings with required materials, print-outs, and food/refreshment for events; attending meetings as needed for documentation and minute taking; and any follow-up communications;

- Logistical support such as assistance with procurement (e. g.

good and services).

- Support in organising travels and meetings (Board meetings, staff meetings and external partner meetings (invite participants; arrange for travels and related logistics (visa etc.

); Issuing Travel Authorization and travel Expense Reports; assist in the organisation of outside events and meetings, with arrangements of logistics such as meeting location, hotel bookings; coordinate with internal technical support for audio-video facilities and with interpretation services when required; Raising Purchase requisition (hotels, room renting, etc. )

purchase order, Petty cash Vouchers for goods and services and follow up with payments upon receipt of invoice.

- Produce and administer timesheets, keep track of gaps and make create monthly analytics

- Administer all human resources processes and contracts including staff payroll and external contractors: support in processing wage payments and keep track of consultants fees, as well as annual and sick leaves.

**Monitoring Evaluation and Learning (MEL)**:

- Collect quantitative data from google analytics, drupal, mailchimp etc as well as qualitative data from surveys and evaluations in collaboration with team members and fill in the LogFrame and activity tracker to keep it constantly updated;

- Support activity reporting including preparing monthly and quarterly reports against LogFrame milestones and indicators for donors and board.

**Qualifications and skills

- Has a minimum of Bachelor's degree in business administration or equivalent qualification or comparable professional experience; Postgraduate studies will be considered an asset.

- Has proficient knowledge of standard computer software (MS Word®, Excel®, PowerPoint and Outlook®).

Knowledge of other project management tools and accountability software will be considered an asset.

- Be fluent in spok