Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.
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 IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.
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.
IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.
The Italian Red Cross has been cooperating for several years with the Ukrainian Red Cross Society and the IFRC to support humanitarian programmes aimed at assisting the population across multiple sectors, including community health development, access to basic healthcare services, and emergency response. The Italian Red Cross has established a representation office in Kyiv, led by an International Delegate. The Delegation coordinates all Italian Red Cross activities in Ukraine, responding to needs identified by the Ukrainian Red Cross Society, while working in close collaboration with other partners of the Red Cross and Red Crescent Movement to ensure a coordinated and effective response to the Ukrainian crisis.
Job Purpose
Under the line management of the Country Representative, the Finance & Support Services Manager is responsible for ensuring effective financial management and providing oversight and coordination support to logistics and procurement functions for the Italian Red Cross delegation in Ukraine, in line with IFRC/Italian Red Cross/Ukrainian Red Cross rules, procedures and donor requirements.
The role supports programme planning and implementation through sound financial oversight, accurate reporting and strong compliance mechanisms, while contributing to efficient, transparent and accountable support services. The position works closely with management, programme teams, HQ and partners.
Job Duties and Responsibilities
Financial Management and Reporting
• Oversee the financial planning, monitoring and reporting of all programmes and projects implemented in country.
• Provide financial input to project design, budgeting, revisions and forecasting processes.
• Coordinate the review, follow-up and compliance checks of project agreements, contracts, regulations and guidelines related to the financial administration of all supported projects in the country.
• Monitor project expenditures against approved budgets and ensure timely identification and follow-up of variances.
• Ensure accurate, complete and timely financial reporting to management, HQ and donors, in line with agreed formats and deadlines.
• Support cash flow planning and monitoring to ensure availability of funds at all times.
• Coordinate and support internal and external audit processes and follow up on audit recommendations.
• Ensure that all financial documentation complies with IFRC regulations, donor requirements and best practices.
Finance Operations and ERP Processes
• Ensure the accurate and timely registration of invoices, journals and transactions in the ERP system.
• Oversee the preparation and processing of e-banking payments in the ERP system, ensuring proper authorization and segregation of duties.
• Support the month-end financial closure in close collaboration with the Country Representative and HQ
• Ensure correct budget coding and availability of adequate supporting documentation for all financial transactions.
• Maintain organized financial records, files and electronic filing systems in line with IFRC standards.
• Monitor daily financial transactions to ensure compliance with IFRC financial policies and procedures.
• Oversee asset and inventory management processes and ensure alignment with financial records.
• Support the monitoring and recording of staff-related expenses, ensuring timely reimbursement and accurate accounting.
• Support statutory financial requirements such as VAT refund reporting, where applicable
Logistics and Procurement Oversight (Support Services)
• Provide technical oversight and compliance monitoring of logistics and procurement processes related to programme implementation
• Support the application of IFRC/ItRC/URCS procurement procedures, including procurement planning, documentation and approval processes
• Review procurement files and supporting documentation from a financial and compliance perspective
• Support on ensuring alignment between procurement activities, approved budgets and project timelines
• Support asset tracking, inventory control and verification processes in coordination with relevant focal points.
• Contribute to risk mitigation related to procurement, logistics and support services
Job Duties and Responsibilities (continued)
Coordination, Advisory and Capacity Support
• Act as an advisory focal point for management and programme teams on finance and support services matters
• Provide technical guidance and on-the-job support on finance, ERP and compliance processes
• Support partner organizations in financial management aspects of supported projects, including review of financial reports
• Proactively stay informed on relevant IFRC, donor and local regulatory requirements and ensure staff are properly advised
• Represent Italian Red Cross in relevant coordination platforms as required
• Liaise with HQ, partners and internal teams to ensure effective coordination and information flow
Duties applicable to all staff
1. Work actively towards the achievement of the Federation Secretariat’s goals.
2. Abide by and work in accordance with the Red Cross and Red Crescent principles.
3. Perform any other work-related duties and responsibilities that may be assigned by the line manager.
Education
Required
University degree in finance, accounting, economics, business administration, or a related field.
Preferred
A postgraduate degree in International Cooperation or Humanitarian Studies
Experience
Required
- Minimum 4 years of progressively responsible experience in financial management within humanitarian, development or international organizations (INGO, LNGO, UN, Red Cross)
- At least 3 years of proven experience in program financial management, including budgeting, forecasting, monitoring and donor financial reporting.
- Experience in audit coordination
- Experience in providing financial oversight and compliance support to logistics and procurement processes.
Preferred
- Experience working in a Red Cross or Red Crescent National Society and/or IFRC
and/or ICRC
Knowledge, Skills and Languages
Required
- Good knowledge of the national regulatory framework in Ukraine relevant to financial management and compliance.
- Flexibility and willingness to travel to operational areas, as required.
Strong knowledge of IFRC financial rules, procedures and internal control systems (or comparable NGO standards). - Good understanding of procurement and logistics procedures in humanitarian operation
- Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
- Ability to work independently while maintaining close coordination with management and HQ.
- Good knowledge of major donor regulations and reporting requirements
Advanced user of MS Excel and good knowledge of other MS Office tools. - Fluent spoken and written English and Ukrainian
Competencies, Values and Comments
Values: Respect for diversity; Integrity; Professionalism; Accountability
Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust;
Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others.
Managerial competencies: Managing staff performance; Managing staff development.