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International Head of Administration and Finance

Location: Pristina

Deadline for submitting the application: 11/07/2025 

Start date: 01/09/2025 

Contract type: Limited 

Contract term (months): 13.00 (with a possible extension)

1. BACKGROUND

The main objective of Luxembourg's general cooperation strategy "Towards 2030" is to contribute to the reduction and eradication of extreme poverty through support to sustainable economic, social and environmental development. It is structured around four interconnected priority themes: (i) improving access to quality basic social services; (ii) strengthening the socio-economic integration of women and youth; (iii) promoting sustainable and inclusive growth; and (iv) promoting inclusive governance. 

The sectors considered as priorities for joint development cooperation between the government of the Grand Duchy of Luxembourg and Kosovo are: 

  • vocational education and training;
  • health; 
  • sustainable and inclusive growth;
  • strengthening Kosovo's civil society.

 

In November 2023, LuxDev has been mandated by the Luxembourg Ministry of Foreign and European Affairs (MFEA), Directorate for Development Cooperation and Humanitarian Affairs, to implement the projects KSV/021 – Skills for sustainable jobs in Kosovo; KSV/023 – Sustainable and inclusive growth; KSV/024 – Energy transition and climate mitigation and KSV/025 “Support to civil society”.  

Besides these four interventions, the LuxDev portfolio in Kosovo entails projects in the health sector (KSV/017), that started its implementation in 2016.

2. OBJECTIVES

The Head of Administration and Finance (RAF) refers to the Resident Representative of LuxDev in Kosovo. She/He supports the projects team in charge of the implementation of the projects and programmes.

She/He will supervise national officers dealing with administration, finance, procurement, human resources and logistic. Together, they will constitute the Administration and Finance Unit.

The RAF is expected to support the projects managers in charge of the implementation of the different interventions in administration, finance, procurement, delegation agreements, human resources, and logistics.

3. RESPONSIBILITIES

The different supports will be implemented through three types of modalities:

  • direct management: implementation follows the procedures and processes established by LuxDev ;
  • delegation of funds to a partner in the framework of an agreement: the establishment and monitoring of the agreement are done in accordance with LuxDev's procedures, but its implementation is done according to the procedures of the partner, respectively procedures established by mutual agreement ;
  • delegation of funds to a partner according to the "programme" modality via national execution.

As the responsibilities and tasks of the RAF and his/her team are different according to the modality, the description of responsibilities and tasks below will take this into account, where appropriate.

The same applies to the management of the resources of his/her team for which he/she has direct responsibility, and of the resources of the various projects/programmes for which he/she ensures the mobilisation and operation for the benefit of the projects managers at the request of the latter.

 

Management control and audit component

  • implement LuxDev and internal processes and procedures relating to administrative and financial management, procurement, human resources, delegation agreements and logistics;
  • contribute to the development of internal processes and procedures of the pooled unit;
  • support the preparation and smooth running of audit missions and implement the recommendations.

Administration component

  • negotiate and monitor the administrative and financial aspects of any contracts for the projects (insurance, security, maintenance, lease, etc.);
  • establish and keep up to date the tables for monitoring the costs of the shared structure and make proposals to limit expenditure;
  • manage supplies and logistics required for the smooth running of support activities;
  • manage the vehicles and drivers of the shared structure and ensure the proper management of the entire vehicle fleet (control/monitoring of mileage, fuel and maintenance);
  • manage goods and materials (monitoring and inventories);
  • supervise/control small acquisitions.

Human resources component

In general, the RAF, together with his/her team, is responsible for:

  • participating in the review of the remuneration policy and ensuring its implementation;
  • ensuring that all recruitments and employment contracts comply with the legislation in force and LuxDev procedures;
  • ensure the proper physical and electronic filing of all documents related to the recruitment process, contracts and administrative follow-up of contracts;
  • advise projects managers on skills development including, where appropriate, the development and monitoring of a training plan.

For his/her team, the RAF is responsible for:

  • leading the recruitment processes;
  • contracting successful candidates, within the limits of his/her signature;
  • organising the annual appraisals of his/her team;
  • ensuring that job descriptions are updated.

With regard to the project’s teams, the RAF is responsible for:

  • supporting the projects managers in the recruitment processes;
  • preparing contractual documents and submitting them for signature.

Finance and accounting

Within the framework of LuxDev's processes and procedures, he/she will have, with his/her team, the general responsibility of:

  • preparing and monitoring the budget of the shared structure;
  • receive and check requests for commitments and amendments to commitments, create and monitor commitments and amendments to commitments within the limits of his/her signing authority;
  • ensuring the processing and payment of invoices, the recording of accounting documents and financial controls and reporting;
  • prepare the statements required for the processing and follow-up of tax and social security returns;
  • submitting applications for renewal of VAT exemption.

The RAF prepares directly the requests for commitment and modification of commitment and executes the related payments within the limits of his signature power. The projects managers are responsible for preparing their budgets and programmes (outside the shared structure) with the support of the RAF.

In general, when it is required, the RAF prepares requests for replenishment of bank accounts and forwards them to LuxDev.

More specifically, with regard to the multi-annual budgets and annual programming of the various supports, the RAF supports the projects managers in the following ways, whether for resources managed by the project, through delegation agreements or by the partner in the framework of common funds (when it applies):

  • support the conversion of multi-annual budgets into annual budgets;
  • support the updating of multi-annual budgets;
  • support the elaboration of the financial programming of tasks and activities and inclusion, if necessary, in the financial law;
  • support the monitoring of budgets and the updating of programming;
  • support the programming of financial monitoring tables of activities and draw attention to delays and blockages;
  • draw up the financial statements of activities;
  • ensure that deadlines are met in the production of financial monitoring and reporting elements;
  • linking financial and technical implementation.

Procurement component

When using LuxDev procedures, the RAF is, at the request of the projects managers and on the basis of the latter's technical specifications and instructions, with his team, is in charge of:

  • preparing tenders and contract documents for equipment, works and professional services, in accordance with LuxDev procedures;
  • ensuring that the tender process is carried out in accordance with LuxDev procedures and processes;
  • ensure that the contract award process complies with the procedures and regulations in accordance with country and donor practices;
  • draw up contracts for signature by the projects managers within their threshold;
  • manage the contracts administratively and financially, with technical supervision remaining the responsibility of the projects managers;
  • ensure proper filing and electronic storage of all documents related to the procurement process, contracts and deliverables;
  • develop mechanisms for monitoring contract performance;
  • ensuring compliance with ethical clauses.

Delegation agreement component

Delegation agreements are used to delegate responsibility for the implementation of an action, and the resources that go with it, to a partner, with a view to ownership combined with strengthening the partner's management capacities. In this context, the responsibilities of the RAF are:

  • assist projects managers in the preparation, monitoring and closing of the delegation agreements;
  • collaborate in the initial organisational diagnostics of the partners (support the elaboration of the related terms of reference, support with its expertise on issues related to administration, accounting and finance, etc.);
  • participate in the modalities and instruments committee meetings;
  • ensure the preparation of all administrative and contractual documents;
  • administrative and financial management of the agreements, with technical supervision remaining the responsibility of the projects managers;
  • ensure proper physical and electronic filing of all documents related to procurement processes, contracts, and deliverables.

4. PROFILE

  • university degree relevant to the position: Master’s degree, MBA or equivalent;
  • at least 10 years’ experience in the management of international cooperation projects, European Union funded projects is an asset;
  • good methodology and tools for planning, financial management, monitoring and control of projects and programmes ;
  • excellent spoken and written English skills (French is an asset), communication and negociation skills ;
  • profesional experience in the Balkans or IPA countries is an asset ;
  • mandatory experience in managing teams.

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