Delegate, Finance and Administation
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.
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.
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 delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
The post holder will work in the IFRC Syria Country Delegation located in Damascus, Syria.
The Finance and Administration Delegate is responsible to provide administrative support, as well as accounting services, ensure sound internal control, financial reporting, training, and providing advice and support to relevant stakeholders within a comprehensive financial management structure which are related to the operations he/she is deployed to.
In close cooperation with the National Society Finance Director, the Finance and Administration Delegate, under the supervision of the Head of Country Delegation and the Regional Finance and Administration Unit, will oversee IFRC budgeting & financial planning, financial management and monitoring of income and expenditure for all the Federation programmes under the Emergency Appeal/Country plans deployed to support.
In addition to the accounting services, the post holder will provide a general support and advice to programme managers on all programme related financial issues from the budgeting to the final evaluation of the Office and provide efficient financial management.
Job Duties and Responsibilities
Risk Management & Internal Controls
- Ensure that a rigorous internal control environment is maintained, including ensuring proper segregation of duties.
- Ensure that all spending is within PEAR approval, and no cases of expenses above budget/PEAR occur at the project/account group level. Ensure that all spending is valid and complies with the IFRC procedures and reject any payment requests or working advance clearances for non-compliant expenses.
- Ensure MoU’s and project agreements are in place for all national society working advance, follow up on dormant WA and ensure flow of expenditure clearance from delegates’ working advance.
- Support the implementation of finance policies, processes, and procedures.
- Support the implementation of internal and external audit recommendations,
- Ensure that a financial risk assessment is conducted for project proposals.
Financial Management and Controllership
- Manage the funds and financial assets of the Office assigned to under the overall direction of the Head of Country Office and the Regional Manager, Finance and Administration. This will include cash flow and cost control management as well as the management of payments, cashier, bank signatory and payroll functions.
- Manage the monthly financial cycle, within the deadlines, without significant error and maintain the accuracy of the numbers, resulting in satisfactory audit reports and positive evaluations of the financial aspects of the operations.
- Record and report separately on Emergency Appeal operation financial commitments (external MoUs, pipeline purchase orders, program commitments, etc.) and be fully aware of possible commitments and planned ventures.
- Monitor and follow up on delegation income and pledges, identify overdue pledge payments or dormant pledges and timely indicate underspending and the requirements for possible time frame extensions. Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity and timeliness of the reports are maintained. Eliminate any dormant projects.
- Act as Finance Controller to safeguard Federation’s legal obligation and commitments and take logical and financially sound decisions. Track donor balances and ensure appropriate coding of expenses.
- Provide comprehensive technical review/and advise on donor grants and proposal to senior management and PRD colleagues prior to signing of agreement. Finance validation is a crucial part in concluding the agreements.
- Coordinate the preparation of operating and programme budgets.
- Manage the Budgeting Cycle (Appeal, Operating Budgets, and project ceilings) and ensure the detailed, realistic and achievable budgets are presented for the office.
- Provide advice to managers on budgetary matters.
- Manage the day-to-day processing of transactions in accordance with established procedures.
- Manage the cash and bank payments and the provision of accounting services.
- Perform the month-end financial close process.
- Provide expertise and advice to project management on an ad hoc as required basis on financial management matters pertaining to operations and programmes; and,
- Monitor financial key performance financial indicators monthly and provide advice and/or instruction to managers as to how to improve.
- Prepare financial reports for management purposes.
- Prepare donor financial reports, on an ad hoc, as required basis; and,
- Support programme and year-end audits.
Job Duties and Responsibilities (continued)
- Effectively manage the funds available for programmes and operations consistent with organizational policies and with a view to minimizing risk of loss.
- Monitor field bank account balances.
- Prepare accurate and timely cash requests.
- Ensure timely reporting and invoicing; and
- Manage bank account balances to minimize foreign exchange volatility on cash held for programmes and operations.
- Ensure effective management, maintenance, and compliance of a documented system of administrative policies and procedures for the IFRC in the region and monitor and oversight administrative operations of field offices to ensure minimum and consistent standards are applied throughout the organization.
- Manage cost effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving and filing, health and safety, security, welcome service, travel, conferencing, and other ancillary services. This includes the provision of outsourced functions when relevant (cleaning, gardening, catering, printing, and security).
- Ensure that people and activities are properly insured as per the IFRC regulations and country legal requirements with the support of a local lawyer, report timely incidents to the Insurance Unit in Geneva.
- Supervise the daily management of IFRC buildings, maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management and ensure the development and the implementation of a green and sustainable strategy.
- Ensure the effective selection and management of agreements (office equipment, leases, rental agreements…) and ensure their upload in the e-contract system.
- Ensure effective record keeping of all financial, administrative and assets’ inventory and use the e-record system.
- Provide administrative and logistical support to statutory meetings in the region upon request.
- Lead the provision of Administrative Supplementary Services, in the Region, including ensuring service standards are maintained.
- Represent the IFRC on an ad hoc as required basis at meetings with members and donors; and,
- Maintain regular and proactive dialogue with internal and external stakeholders with regards to relevant finance and administration management matters.
Training and Team Management
- Liaise closely with the Technical Manager, Head of Finance and Administration, keeping him/her updated of all significant financial and administration issues pertaining to the country operation of assignment and seek advice/input/instruction as required.
- Be proactive and customer focused in the work, resolve issues and suggest solutions, drive the processes forward, seek assistance from the appropriate sources, and encourage the Finance and Administration Function to be seen as an integral part of Operations Management.
- Provide/coordinate training on financial and administration management matters for various stakeholders as requested/required; and,
- Recruit, train and supervise finance and administration staff to ensure tasks and functions are completed in timely and efficient manner, within acceptable levels of quality and costs.
- Relevant University Degree -Required
- Basic Delegates Training Course or equivalent knowledge -Required
- Professional qualification in finance or accounting -Required
- 10 years of experience of working in a finance or accounting role, minimum 5 years in an international setting -Required
- Experience of managing and supporting staff -Preferred
- Experience of supporting a RC/RC society on finance management and computerised financial systems -Preferred
- Extensive experience of budget preparations, cash-flow statements, and financial plans -Required
- Extensive experience of writing narrative and financial reports -Required
- Extensive experience in commercial & contractual systems -Preferred
Knowledge, Skills and Languages
- In good mental & physical health, high level of stress tolerance -Required
- Advanced skills in computers (Windows, spreadsheets, accounting packages and word processing) -Required
- Knowledge and experience of Business Objects, Units4 Financials and Fed Budget -Preferred
- Experience of and ability to use manual accounting systems -Required
- Strong skills in training and developing staff -Required
- Experience to the International Red Cross & Red Crescent Movement -Preferred
- Able to present financial information clearly, orally & in writing -Required
- Fluently spoken and written English -Required
- Good command of another IFRC official language (French, Spanish or Arabic) -Preferred
Competencies, Values and Comments
- Meticulous attention to details; Accountability, Integrity, Professionalism
- Interpersonal skills
- Positive approach
- Flexible personality
- Understanding priorities in an emergency setting
JOB DUTIES AND RESPONSIBILITIES (CONTINUED)
National Society Development
- Supporting, as necessary, member National Society development in matters of expertise (i.e. administration, records keeping, accounting, financial reporting and financial management).
- Supporting the National Society in action for financial sustainability include developing core cost policy approach to indirect cost recovery.
Following the WWPP (Working with Project Partners) assessment, to support the
- National Society to identify key action and plan for financial development
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