Finance Administrator, Urban Futures

URBAN FUTURES Project: Youth action for inclusive, climate-resilient urban food systems

Reports to: Global Program Manager, Urban Futures

Project period: June 2025- December 2027)

Scope: Global (Colombia, Ecuador, Indonesia y Zambia)

Monthly Gross Salary: US$2,222

Job location: Ecuador (only Ecuador nationals or with resident status)

Hours: 40

JOB CONTEXT

About Hivos

Hivos is an international development organization guided by humanist values. Together with citizens and their organizations, we aim to contribute towards just, inclusive and life-sustaining societies where people have equal access to opportunities, rights, and resources. We partner with others in the Middle East, Africa, Asia and Latin America on three impact areas: civic rights; gender equality, diversity and inclusion, and climate justice. Our approach is solution-driven, and we build broader movements for change by amplifying and connecting voices. For more information about Hivos, please visit our website at: www.hivos.org

About Urban Futures

Hivos' Urban Futures (UF) program aims to contribute to more inclusive and climate-resilient cities and urban food systems, where young people actively participate in shaping food systems by voicing their priorities, influencing decisions, and seizing opportunities in the sector. The program envisions shorter value chains that offer healthy, sustainable, and culturally relevant food that is accessible, affordable, and attractive.

UF promotes innovative and inclusive food systems approaches—including multi-stakeholder collaboration, city-region linkages, and climate-resilient urban planning—to improve access to sustainable, diverse, and nutritious food and enhance food security. The program operates in ten intermediary cities across five countries:

×        Colombia (Cali and Medellín)

×        Ecuador (Manabí-MANPANOR and Quito-Chocó Region)

×        Indonesia (Bandung and West Manggarai)

×        Zambia (Chongwe and Kitwe)

×        Zimbabwe (Bulawayo and Mutare)

These intermediary cities/regions are diverse in size and context, yet share characteristics such as rapid growth, strategic roles in connecting metropolitan and rural areas, and key positions within broader urban systems. They manage the flows of people, goods, capital, and knowledge, while facing distinct challenges and opportunities.

UF supports local partners and youth (ages 15–35) in co-creating inclusive, climate-resilient urban food systems through collaboration, advocacy, and innovation. Hivos serves as the global fund and program manager, responsible for fostering linking and learning, strategic coherence, advocacy, and communication across the program.

Launched in January 2023, the UF program is implemented in partnership with Fondation Botnar, responding to the growing impacts of climate change on food systems and urban environments. The program runs from 2023 to 2027.

Urban Futures aims to achieve the following outcomes:

1. Inclusive, transparent, and participatory food policies and governance strategies that support youth and gender equality through multi-stakeholder collaboration.

2. Youth-driven narratives of inclusive, conscious, and climate-resilient cities promote behavioral change and improved consumption patterns that favor sustainable, healthy, and food heritage practices.

3. Agri-food systems adopt sustainable, regenerative, and climate-resilient practices.

4. Increased resources and opportunities from diverse stakeholders—private, public, multilateral, and community-based—create an inclusive and climate-adapted entrepreneurial ecosystem that supports youth and women’s participation in food system initiatives.

ABOUT THE POSITION

The Finance Administrator is part of the Urban Futures Global Team, based in Ecuador though with responsibility across 5 program countries (Colombia, Ecuador, Indonesia, Zambia, Zimbabwe). The Finances Administrator oversees the finance and accounting aspects of the Urban Futures program as per donor guidelines and Hivos policies. The Finance Administrator works closely together with colleagues in Latin America, Southern Africa, Indonesia and the Netherlands.

The Finance Administrator takes responsibility for the provision of overview and strategic financial management of the program across the regions, actively participates in strategy formulation and provides financial management advice to the program team. Designs systems and tools that promote internal and external accountability in financial management in the program.

The Finance Administrator oversees budgetary cycles, monitors program expenditure, resolves problems and provides support to the Program Manager, partners and finance staff in the regions on financial management and monitoring of the program. The Finance Administrator ensures financial management is carried out in accordance with internal processes, donor requirements and recognized financial standards. Provides financial expertise, business support and financial monitoring both globally and regionally and if needed to local partners in their finance/grant management responsibilities.

The Finance Administrator also ensures that Hivos financial policy and procedures are applied, and coherent finance systems are established for varying program modalities. Provides guidance and support to regional offices, consortium partners, host organizations and (local) partners with regards to financial planning and reporting, and the annual audit. Shares one consolidated financial and audited report according to the donor guidelines.

The Finance Administrator additionally generates other period financial reports and analyses and leads preparation of financial forecasts, targets and budgets, including identification of risks and opportunities for the program manager. The Finance Administrator liaises with the Hivos financial controller to undertake due diligence assessments.

RESPONSIBILITIES

Financial Management

• Overall responsibility for financial oversight across the program, including review and preliminary sign-off on all new contracts.

• Lead on financial planning for the program including (development of formats for) budgets, annual plans, internal Hivos trackers and forecasts for integration with the wider organization’s business planning.

• Be the first point of escalation with the donor and partners pertaining to the implementation of signed agreements.

• Prepare and manage the program’s annual audit cycle and process to ensure that the audit is delivered to the donor by the agreed timeline.

• Advises the global program manager on the design of the financial accounts and the formulation of financial targets.

Quality improvement

• Support the program teams to integrate risk management into routine project management processes.
• Maintain positive interpersonal and communication relationships with program partners and regional finance teams.
• Take responsibility for the program’s operational relationship with external auditors and other third parties to ensure quality service provision that meets donor requirements and regional specific statutory responsibilities.
• Overseeing the program finance officers in each region ensure strong financial administration and partners are effectively managed.
• Serve as the first line of review and validation for all payment requests and supporting documentation submitted by financial regional teams, ensuring accuracy, compliance with Hivos procedures, and completeness before Program Manager approval in the internal system.

Financial reporting coordination

• Design and implement financial reporting templates and guidelines for partners and countries and consolidate financial reports for the program for transmission and discussion with the program management.
• Lead, manage and motivate program finance staff ensuring appropriate advice, guidance and support is provided in line with best practice.
• Oversee and review the financial control environment across the program to ensure compliance with financial regulations, prevent/detect significant fraud and generally manage financial risk.
• Support the establishment of the program in new countries. (tax, local reporting, etc.).
• Prepare monthly depletion reports and prepare and consolidate quarterly finance reports for the program.
• Coordinate and lead the program’s finance work force, providing leadership and direction for the team.

Finance team management and supervision

• Manage and supervise finance officers by providing adequate and timely provision of guidance and support to ensure effective and efficient financial management of program activities.
• Identify and address any capacity gaps within the finance team that may impact program delivery.

Administrative Support

• Support the global team in key administrative tasks, including coordinating with the PA and other team members to ensure that financial and administrative documents related to payment requests, disbursements, and contracts are properly named, filed, and updated in Hivos systems.
• In coordination with the PA, assist in tracking pending payments, contract deadlines, or deliverables of consultants and partners, and flag delays or issues that may affect payment processing.
• During certain events, provide logistical and documentation support, such as preparing payment or disbursement summaries for reference.
• During key donor and governance-related meetings (e.g., Steering Committee), assist in minute-taking when needed, alternating this responsibility with other members of the global team.
• Support the Program Manager in maintaining the financial accuracy of project files and in preparing documentation needed for periodic donor audits or internal financial reviews
• Provide administrative support to ensure coordination and timely follow-up on team tasks, particularly those tied to financial or operational reporting.

REQUIREMENTS

• Master’s degree or equivalent in finance, accounting, business economics or related / similar
• Minimum of seven (7) years’ experience in finance, especially in an INGO context
• Work experience in complex international financial environments
• Fluent English and Spanish is essential
• Expertise in accounting, business economics, using ERP/MIS systems and financial software tools.
• Significant experience in grantmaking, including grant administration, disbursement, monitoring, and closure processes, particularly in the context of multi-country programs.
• Proven track record in managing complex financial systems, including budgeting, forecasting and financial reporting for donor-funded programs.
• Advanced knowledge in accounting principles, financial management, and project finance.
• Strong analytical skills with the ability to solve complex financial problems and provide strategic recommendations.
• Experience in overseeing audits, ensuring compliance with tax laws, and managing financial risk across diverse program countries.
• Proven ability to lead, manage, and motivate finance teams across multiple regions.
• Experience in capacity building and providing technical guidance to finance staff and local partners.
• Strong interpersonal and communication skills, with the ability to maintain positive relationships with program partners, regional teams, and external stakeholders.
• Strong organizational skills with the ability to manage multiple priorities and meet tight deadlines.
• A proactive and solutions-oriented approach to problem-solving.

WANT TO APPLY

Please click on the “Apply” button on this platform, at the top right of this page. Submit your resume in English (maximum three pages in PDF format) and a letter of interest (one page in PDF format) by May 21, 2025. Job location: Ecuador (only Ecuador nationals or with resident status).

Background checks for final candidates

If you get selected for the final stage of the selection process, please note that professional references and police clearance certification will be requested due to our Safeguarding Policy*. Exceptions will only be made, if there is a local legislation prohibition or when the candidate are unable to obtain a police clearance due to activities on LGTB+ and Human Rights. We may check social media -unless applicants states they do not wish us to do so-. Accuracy of information in the curriculum vitae will also be checked.

(*) https://www.hivos.org/who-we-are/our-organization/integrity/

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