Assistant, Finance and Accounts Payable

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. 

The Finance Officer in Accounts Payable is a critical member of the Finance and Administration department working towards the efficient and effective management of the organization`s resources and obligations. The Finance Officer in Accounts Payable will proactively take ownership of a range of duties including but not limited to the efficient processing of accounts, payable, payroll and compliance audits. 

This post is responsible for the performance of accounting and clerical duties related to the efficient maintenance and processing of accounts payable transactions, maintenance of quality supplier and vendor relationships, and the validation and processing of payroll for all local delegation staff. The post holder is responsible for the implementation of efficient and diligent financial practices under Federation and IFRS guidelines. The post holder will also be responsible for assisting with maintenance of a strong internal control environment. 

Account payable

• Maintainand process accounts payable transaction data, including supplier invoices, credit notes, checking of account coding, supporting documentation and appropriate authorisations.

• Ensure timely follow up of queries

• Perform diligence check to a new supplier and request the creation of the supplier code
• Clarify any unusual or questionable invoice items or prices
• Record all invoices into the system with the correct date and the correct general ledger accounts by analysing the expenses of those invoices
• Revise the invoices due date tosubmitfor payment twice a week, to identify potential delays in the approval of the invoices and follow up with the respective approver/validator
• Verify invoices with the supplier’s contract before preparing the payment proposal
• Record all invoices which are entitled to the tax exemption process for the VAT
• Respond to external supplier queries linked with invoices and Accounts Payable and take necessary action to resolve issues
• Revise and reconcile the suppliers account (2001) once a week, to ensure that all invoices sent for payment were effectively paid
• Reconcile accounts payable transactions on monthly basis
• Provide technical support and advice to colleagues for internal queries relating to supplier accounts, invoices, and accounts payable andtake action to resolveissues
• Forecastthe invoice plan for next payment cycle
• Maintainscanned copies of invoices, supporting documentations or correspondence necessary for files

Payroll

• Prepare, check, and ensure completeness and accuracy of payroll proposals. Reconcile the statutory contributions to be remitted
• Assistwith reviewing the payroll file prepared by HR for the Jamaica Office. Complete the finding of the Jamaica office payroll each month
• Book to the in-tray payroll transactions per employeein accordance withthe staff project allocations
• Prepare corrections to staff allocations as needed
• Liaise with Jamaica Red Cross for payroll remittance supporting documentation Identify and reconcile any discrepancies related to payroll

Payroll

• Prepare, check, and ensure completeness and accuracy of payroll proposals. Reconcile the statutory contributions to be remitted
• Assistwith reviewing the payroll file prepared by HR for the Jamaica Office. Complete the finding of the Jamaica office payroll each month
• Book to the in-tray payroll transactions per employeein accordance withthe staff project allocations
• Prepare corrections to staff allocations as needed
• Liaise with Jamaica Red Cross for payroll remittance supporting documentation Identify and reconcile any discrepancies related to payroll

Month End Closing

• Assistwith month end close tasks in accordance with the established checklist to support the Finance and Administration Manager in the closing of each month
• Follow up with all routine suppliers/vendors for unreceived invoices and ensure that the related invoices are booked
• Prepare analysis of the chart of accounts based on the expenditures correctly
• Prepare and verify all reconciliation have been done every month.Assistin the preparation of the monthly binders

Other Tasks

• Stay abreast of legislative, regulatory, and organizational changes
• Understands andbe aware ofappropriate Federation procedures and policies
• Assistsin the case of long- term vacancies, absence or illness to support business continuity
• Be prepared toassistduring emergency operations
• Assistwith delivering training to finance and non-finance staff (if it is required)

REQUIRED

• Bachelor’s Degree in Accounting or ACCA Level 3 or Higher

REQUIRED

• At least 3 years’ experience in Accounts Payable

PREFERRED

• At least 2 years of field experience in a humanitarian organisation
• Experience managing and supporting staff Experience working with the Red Cross / Red Crescent

REQUIRED

• Self-supported in computing systems (e.g. accounting software package and MS Office)
• Excellent communication skills
• Good analytical skills and solution focused person
• Time management skills
• Training and mentoring skills Languages
• Fluently spoken and written English 

PREFERRED

• Good command of another IFRC official language (French, Spanish or Arabic) 

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; Empowering others