IDB1785 - Manager, Administrative Expenses Division

Business Unit: Finance Complex
Function: Administrative Expenses & Disbursements Division
Department: Financial Control Department
Contract type: Regular Staff
Country: Saudi Arabia
Location: Saudi Arabia - Jeddah
Closing date: 01-Feb-2017
Role Purpose:
  • To provide the leadership, direction and coordination of activities for the Administrative Expenses Division.  Take the day-to-day operational decisions, ensuring the Division achieves its results and that it fully contributes to the delivery of the Financial Control Department goals.

  • To contribute to the Financial Control Department delivery through (1) the accurate and timely processing of payment / expense requests to internal and external stakeholders and (2) implementation of sound policies, procedures and processes related to payments / expenses to safeguard the bank’s interests.

     

Key Accountabilities and Activities:
  • Strategy implementation and operational management

Participate in the development of the Financial Control Department strategy, budget and business planning processes

Create and implement actionable Administrative Expenses Division short to medium term operational plans and budgets with operational KPIs linked to the Department strategy

Coordinate the Administrative Expenses Division’s activities so that it effectively utilises its resources, manages its priorities, and is able to be both responsive and proactive

Manage, monitor and evaluate the Administrative Expenses Division’s on-going performance and quality of its outputs and services, identifying and initiating actions for improvement and innovation

Build and develop productive inter-Divisional working relationships within IDB Group and with external partners for joint working and knowledge sharing

Provide regular management reports with analysis and comment on Administrative Expenses Divisional performance and results

 

  • Settlements and payments

Effect the timely and accurate payments of invoices / expenses related to:

Contractors and vendors including consultants & field representatives

Travel advances & settlements, Annual Meetings, Board of Executive Directors allowances and Shari’ah Board Members’ allowances

Payments requested by and on behalf IDB entities to be paid to their staff or their vendor

Oversee and ensure timely and accurate payments to contracts, vendors, mission settlements, annual meeting and Board of Executive Directors allowances

 

  • Financial systems & accounting

Ensure the application of sound and generally accepted accounting principles and practices in the management of financial records and transactions

Ensure that accurate and complete records relating payments are appropriate kept and maintained according to established accounting standards, procedures and best practices

Participate in the evaluation / streamlining of the Bank’s policies, procedures and processes and provide appropriate recommendations related to settlement of payment requests in order to safeguard the bank against financial abuse and fraud

Play key role in the development, monitoring, and maintenance of the relevant Bank’s accounting system

Develop and maintain sound Bank policies for disbursements, billing and repayments, to ensure the integrity of IDB’s financial transactions with borrowing member countries

 

  • Internal control / risk management

Develop, implement, evaluate and update effective control mechanisms regarding all payments effected to IDB staff particularly related to payroll

Ensure that periodic control tests and risk assessment are undertaken to maintain the robustness of the Bank’s payment processes

Collaborate with Group Internal Audit Department to facilitate the deployment of periodic control tests and risk assessment to maintain the robustness of the Bank’s internal control systems

Review auditor’s management letter and oversee the timely resolution of any issues raised by Internal / External Auditors as required

 

  • Stakeholder management

Coordinate and manage all interactions with external auditors / other external parties to ensure timely and accurate preparation of related financial statements and reports for management review and approval

  

  • People management

Generate commitment, motivation and enthusiasm to the Administrative Expenses Division goals, and guide Division members through periods of change or uncertainly

Provide clear direction, prioritise tasks, assign and delegate responsibility and monitor the workflow

Plan, manage and review individual performance and provide regular feedback, development and coaching, taking prompt action where necessary

Provide opportunities for Administrative Expenses Division members to suggest, participate in and contribute to improvement, innovation and knowledge sharing initiatives

Ensure the Administrative Expenses Division complies with IDB’s policies, processes, practices and systems

 

  • Knowledge management and innovation

Educate and create awareness among IDB staff the sound invoicing and claiming procedures and respond to queries

Stimulate colleagues to introduce process innovation and professional development for increasing efficiencies in the division through a Quality Assurance & Improvement Program in accordance with the best practices

Take every opportunity to transfer knowledge and share material that may be helpful to colleagues

 

  • Reporting & communications

Communicate intended results, results achieved, performance, and lessons learnt within the Department as well as to the Management

Prepare ad-hoc and periodic reports as requested by the management and contribute to the relevant Annual report chapter(s)

 

QUALIFICATION / EXPERIENCE:

Field of Study:  Accounting / Finance / Business Management or equivalent with a professional accounting qualification


  •  15 years  with Bachelor’s Degree
  • 12 years with   Masters Degree
  • 10 years with Doctorate

 

Certification: Either of CA, ACCA, CPA, or CIA

 

Technical Skills & Necessary Knowledge:
  • Job Specific Technical Skills and Necessary Knowledge

     

    Technical Skills

    Sound knowledge of International Financial Accounting Standards

    Knowledge of financial regulations within the Kingdom of Saudi Arabia

    Broad knowledge of finance across the Bank’s operations

    Necessary Knowledge

    Proficiency in accounting principles and techniques

    Financial analysis

    Risk assessment and annual planning

    Internal control information systems

    Moderate knowledge of procurement and fraud detection procedures

     

     

     

Languages:
  •   

  • English – Required

    Arabic – Required

    French – Preferred

     

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