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Finance & Administration Officer


  • Organization: IFRC - International Federation of Red Cross and Red Crescent Societies
  • Location: Kyiv
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
  • Closing Date: Closed

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

In February 2022, a new phase in the armed conflict in Ukraine started. The intensification and spread of hostilities have affected all of Ukraine, causing massive humanitarian needs across all sectors and destroying essential civilian infrastructure. Millions of people are displaced in Ukraine, more than 5 million people have fled to other countries.

IFRC has launched a major Emergency Appeal for Ukraine and Impacted Countries that is coordinated on European regional level – with numerous country level operations ongoing. ICRC, IFRC and numerous Partner National Societies are integrating their capacities to provide coordinated crisis response in Ukraine and impacted countries. The operational structure will be fully integrated into existing structures at Country / Country Cluster and Regional Office level to ensure full synergies with the overall regional work.

Job Purpose

The purpose of the Finance & Administration Assistant is to contribute to financial risk management, and provide the financial, logistics and administrative support needed for the country offices.


Job Duties and Responsibilities

- Prepare the NFO budget in coordination with relevant Office staff.
- Prepare program budget in coordination with program staff
- Preparing monthly budget Vs Actual analysis for CPM and program team
- Daily accounting for the Norwegian Red Cross Field Office in compliance with Norwegian Red Cross Operational Manual, including the Finance and Accounting Manual (FAM) and the Regulations for Financial Control.
- Prepare and present monthly financial reports to the Technical Support Delegate (TSD).
- Expenditure overview and supporting documents before posting this into Agresso.
- Filing of documents according to guidelines in the Operational Manual/Finance and Accounting Manual.
- Prepare monthly reconciliations of balance accounts related to the Office. Ensure that the reconciliations are checked and signed by the TSD/CPM and sent to HQ.
- Maintain and ensure efficient communication and coordination with the relevant colleagues at Country, Regional and HQ levels.
- Cooperate with finance and admin personnel in other parts of the RCM in the country in order to minimize financial risk.


Job Duties and Responsibilities (continued)

- Ensure that the accounting is done in compliance with the relevant back-donor requirements on financial issues/financial management.
- Ensure that the accounting is done according to deadlines set by HQ. Together with the TSD, ensure control of the overall finance and accounting tasks at the Norwegian Red Cross Field Office. Inform HQ on any delays and/or changes.
- Ensure that taxes are withheld and deposited with authorities.
- Monitor cash flow and keep TSD/CPM informed on liquidity.
- Check that invoices are in accordance with goods/services delivered and set conditions, and agree with supporting documentation (price quote, purchase order, goods received note etc.)
- Under direction from line manager, quality assure, advise and support on budgeting and financial reporting from partners. Monitor and follow-up of finance/admin related issues.
- Monthly focused group discussion and review of field financial reports with URCS and field finance team
- Follow-up with URCS and field finance on shortcomings identified in monthly finance review
- Conducting capacity building orientation sessions of URCS field finance staff on standard accounting procedures specifically, short comings identified during finance review and more specifically on NorCross financial requirements.
- Field monitoring visiting to spot check and access the accuracy of financial records.
- Disallowing the reimbursement of expenditures to URCS where appropriate supporting documents not provided.
- Ensure that expenditures are booked as per agreed percentage in budget
- Ensure that expenditures are recorded in relevant program.
- Verify the occurrence of expenses, expenses are in accordance with budget and POA and approved by the budget holder
- Prepare funds transfer document against reimbursement claims.
- Post all claims in to Agresso and also responsible for filing/record keeping.
- Assist the Norwegian Red Cross team to ensure that Norwegian Red Cross Procurement guidelines, and if relevant further donor requirements, are adhered to (for procurement of goods and services) and alert Norwegian Red Cross Programme Manager/HQ if this is not the case.
Consult HQ logistics team when relevant.
- Update the inventory list for the Field Office plus Norwegian Red Cross residence every time there is a change, at least twice annually. Make sure that every item is properly tagged.
- Maintain and update the Office Specific Information form for the Field Office.
- Make travel arrangements including tickets, visas, hotel bookings, office correspondences, minor purchases for Field Office staff and visitors.
- If relevant, sit in/advise the Procurement Committee on major procurements in line with Norwegian Red Cross’s Procurement Guidelines and donor requirements.
- Liaise with HNS for HR, Admin and Logistics/Fleet related matters.
- Review the payments and ensure necessary signatures/approvals.
- Administer the petty cash according to Norwegian Red Cross’s procedures.


Professional qualification in accounting or Business Administration - accounting option


  • Advanced knowledge of accounting concepts, financial management and use reporting applications (e.g. Agresso and Advanced use of excel)
  • Understanding of internal control and treasury management concepts
  • Proven ability to engage discretely and tactfully with internal and external

Knowledge, Skills and Languages

  • Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook)
  • Ability to work towards achieving objectives and
  • Ability to convince and gain acceptance
  • Ability to communicate
This vacancy is now closed.
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