Assistant, Finance and Administration

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.

Job Purpose

The Finance and Administration Assistant, under the supervision of the Senior Finance and Administration Officer, is responsible for issuing monthly invoices, processing and releasing payments related to national staff of the Participating National Societies (PNSs), and providing administrative and operational finance support to ensure timely, accurate, and compliant financial transactions, efficient financial management and compliance with the IFRC financial policies and procedures.

Job Duties and Responsibilities

Invoice Management

• Prepare and issue monthly invoices in a timely and accurate manner in accordance with IFRC financial procedures.
• Ensure all invoices are supported by appropriate documentation and approvals.
• Maintain proper records of issued invoices and follow up on any outstanding payments when required.

Processing Payments

• Process and release payments related to Partner National Societies (PNSs), including salaries, social security contributions, health insurance, and other contractual entitlements.
• Ensure that all payments are supported by adequate documentation, properly coded, and approved in line with IFRC financial rules and procedures.
• Coordinate with the finance team to ensure timely execution of payments and accurate recording in the accounting system.

Financial Support and Coordination

• Provide day-to-day support to the Finance team in routine financial and administrative tasks.
• Assist in organizing, filing, and maintaining financial documentation in accordance with the standard filing system.
• Support the finance staff in ensuring the smooth implementation of finance-related activities and maintaining continuity of services.

Administrative Support

• Provide administrative support to Partner National Societies (PNSs) operating within the Country Delegation to facilitate the smooth implementation of their activities.
• Facilitate travel arrangements for Partner National Societies (PNSs) national staff through the ICRC Red Flight system, including booking, coordination, and follow-up to ensure timely travel arrangements.
• Coordinate and organize field visits for national PNS staff in collaboration with ICRC ensuring compliance with relevant procedures and security requirements.
• Coordinate administrative arrangements for PNS staff and visitors, including facilitating office access, liaising on workspace arrangements as required, and ensuring the provision of general logistical support.
• Assist PNS representatives in navigating internal procedures and coordination with relevant units within the delegation (finance, administration, logistics, and HR).
• Support the organization of meetings, workshops, and coordination events involving PNS partners when required.
• Maintain updated records and contact lists related to PNS staff and focal points.
• Facilitate communication and follow-up between PNS partners and the relevant departments within the delegation to ensure timely resolution of administrative

Additional Responsibilities

• Ensure compliance with IFRC financial policies, procedures, and internal control mechanisms.
• Maintain effective communication and coordination with relevant internal stakeholders regarding financial matters.
• Perform any other finance-related duties assigned by the Senior Finance Officer to support the effective functioning of the finance unit

Education

• Relevant degree (minimum bachelor’s degree) or equivalent experience in Administration, financial management accounting - Required
• Relevant professional /academic qualification in finance or accounting - Required

Experience

• 2 years relevant working experience in a financial role - Required
• Experience in working with web-based accounting systems - Required
• Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment - Required

Knowledge, Skills and Languages

• Advanced computer skills, working knowledge with windows, spreadsheets, word processing and accounting packages - Required
• Effective time management (e.g., deliver within the deadlines) - Required
• Accuracy and attention to details - Required
• Organised and focused - Required
• Fluent spoken and written English and Arabic - Required
• Good command of another IFRC official language (French) - Preferred

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

IFRC Disclaimer

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.

If you appointed to or undertake a role within IFRC, whether as staff, staff on loan or secondees, you will be subject to the organization's Code of Conduct, which is available here and on our website.

Note: All offers of employment will be subject to satisfactory references and appropriate screening checks, which include prior professional conduct checks and review of criminal records. IFRC will request a conduct check from all prior employers for a period of 5 years, including but not limited to employers who like IFRC participate in the Misconduct Disclosure Scheme. For more details on the Scheme, please see ont-style: italic;">THE MISCONDUCT DISCLOSURE SCHEME — SCHR.

IFRC ensures equal employment opportunities!