Coordinator- Finance & Admin Covid-19

The Finance Coordinator oversees and supervises 34 countries in Asia Pacific for Covid-19, leads on management of the regional budget, and coordinates with the grant manager on the management of the global budget and funding.

Reporting to the Head, Finance & Administration, Regional office in Asia and Pacific, the Finance Coordinator ‘s primary responsibility is to ensure sound internal control and financial management of the Covid-19 Program, s/he is responsible for training and providing technical advice and guidance to National Societies and IFRC staff implementing the programme. This includes, budgets, procurement, administrative and contractual matters for Covid-19 appeal in Asia Pacific Region and therefore accountable for the following with regards to the project:

• National Societies Development
• Control and risk management
• Project Financial Management
• Treasury

Fraud and Corruption Prevention and Control Awareness

Coordination

• Coordination for any budget, reporting, expenditure, funding, or related issues with the global Senior Finance Business Partner COVID-19, Geneva.
• Coordination with all the regional finance analysts for the respective countries.
• Coordination and monitoring with the regional logistics team especially related to the regional and local procurements under the COVID-19 project.
• Coordination and monitoring with the regional PRD team relating to COVID-19 funding and implementation.
• Coordination with Coordinator, Operations on the COVID-19 Asia-Pacific projects including the regional project.

National Society Financial Development and Risk management

• Develop the finance and administration risk register for all Covid-19 countries in Asia Pacific
• Work with National Societies and IFRC offices to ensure a sound system is in place for document movements and tracing where Covid-19 is implemented.
• Support the dissemination of the anti-fraud and corruption policy through training to IFRC and National society staff where Covid-19 is implemented.
• In situation of crisis (National Society late reporting, fraud or irregularities) propose and enforce asset safeguarding measures that guarantee continuity of service delivery.
• Develop, monitor and maintain the register of asset and property of the program and ensure that accurate office systems are in place and maintained.
• Technical supervision of finance staff in-countries to build capacity and oversee IFRC financial terms and conditions are respected.
• Technical leadership on the design and development of tools to support on financial and risk management and reporting.
• Oversee monthly accounts closure for the supported offices, verify compliance in terms of supporting documentation and Federation financial procedures with a focus on risk areas such as unauthorized expenditures, high value procurements, double booking.
• Field visits to monitor implementation and sample check to verify that IFRC and donor financial terms and conditions are respected.
• Technical assistance to IFRC and National societies in the Asia Pacific Region and cross-regional for Asia-Pacific National Societies.
• Work together with the finance development team and the National Societies to further the “Working With Project Partners (WWPP)” project within Asia-Pacific region.
• Act as the focal point during external and internal audit of COVID-19 projects.

Financial management

• Ensure compliance with donor, IFRC and local regulation requirements and manage financial risks related to the implementation of Covid-19.
• Enforce the application of IFRC finance policies, processes, and procedures.
• Provide technical support, training and guidance on financial management, procurement, administrative processes and reporting requirements to IFRC staff and National Societies involved in the implementation of the programme.
• Advise Covid-19 staff on the effective use of resources so that deliverables are achieved within set budgets, timelines and standards.
• Coordinate the development and revision of country budgets and support the development of programme grant agreements with National Societies
• Monitor the pledge implementation rate and prepare monthly financial management reports and issue regular updates on the programme financial performance.
• Supervise the implementation of internal and external audit recommendations and ensure that a rigorous internal control environment is maintained.
• Investigate deficits (Pledges), budget variances, expenditure above budget and propose correctives actions.
• Coordinate with the grant manager on new funding requests, grant closure, planning at global and regional level.
• Ensure detailed financial analysis, account, and document verification for all COVID-19 projects.
• Analysis of risk assessment of COVID-19 projects including but not limited to forex gain/loss.

Treasury

• Review cash needs, cash holdings against the program scope and the national societies absorption and reporting capacity as agreed in the project agreements.
• Review cash request needs and ensure that the program has sufficient funds available to carry out its activities.
• Supervise and coordinate the preparation of monthly forecasts and maintain sound treasury management in countries.

Fraud and Corruption Prevention and Control Awareness

• Conduct training and awareness sessions on fraud and corruption prevention.
• Contribute to creating awareness of the IFRC Fraud and Corruption Prevention and Control Policy among external stakeholders, including partners, suppliers, service providers, public authorities and community representatives.
• Create awareness about the process and tools for reporting possible breaches of the IFRC Code of Conduct – such as corruption, fraud, dishonesty, harassment, sexual violence and abuse, unethical behaviour and abuse of child labour – among stakeholders, including target communities.

• Relevant university degree in Business Administration/Accounting (BAC+4)
• Basic Delegate Training Course/IMPACT or equivalent
• Certification in Accounting

• 5 years of experience in Accounting and project management in a comparably sized organization (s)
• 3 years of Experience with European Union or Global Fund Grant financial management
• Solid experience delivering project management support
• Experienced in working with others to develop and manage clear financial strategies and budgets,
• Experience of writing narrative & financial reports
• RC/RC experience
• Field experience

• Advanced skills in computers (Windows, spreadsheets, word-processing and accounting packages)
• Good understanding of challenges affecting Asia Pacific in particular
• Knowledge and experience of CODA and other Federation financial tools
• Advanced analytical skills and able to capture learning and use it to make improvements in financial programming
• Ability to multi-task and work under pressure Excellent verbal and written skills
• Ability to develop and use manual accounting systems
• Team player, self-motivated and proactive on their own initiative to set and achieve goals
• Drive for change and improvements and ability to deliver strategies in a challenging environment
• Highly motivated, self-starter able to lead.
• Fluently spoken and written English
• Good command of another IFRC official language (French, Spanish or Arabic)

• 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
• Values: Respect for diversity; Integrity; Professionalism; Accountability