Assistant, Finance

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, with 191 member National Red Cross and Red Crescent Societies. IFRC uses the Triple R – response, resilience and respect – to deliver on Strategy 2030. IFRC responds to disasters and crises, ensuring timely, coordinated and locally led humanitarian action. IFRC supports its members in building community resilience in the areas of climate and environment, health and wellbeing, and migration and displacement. IFRC promotes respect for our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality, including in our work on values, power and inclusion. The IFRC focuses throughout on our core mandate – our raison d’être – of strategic and operational coordination, humanitarian diplomacy, National Society development, and accountability.

IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi); the Americas (Panama); Asia Pacific (Kuala Lumpur); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe.

The 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 Swedish Red Cross is part of the Red Cross/Red Crescent Movement, the world’s largest humanitarian network, and work in Ukraine as an Integrated Partner with IFRC.

Following the escalation of the conflict in February 2022, the Swedish Red Cross (SRC) has established a presence in Ukraine and has created partnerships and operations with the Red Cross societies of Romania and Moldova.

SRC’s team in Ukraine facilitates our bilateral partnership with the Ukrainian Red Cross Society (URCS) and works towards a closer collaboration with the ICRC, IFRC, and other Red Cross/Red Crescent Movement partners. The current country portfolio focuses on support to URCS’s national response plan, including the implementation of specific projects with the Sumy regional branch. In addition to emergency response, SRC is working in the thematic areas of Health and Home-Based Care, WaSH, MHPSS, Livelihoods, Construction/Reconstruction/Repairs, Branch and Volunteer development, Community Engagement and Accountability (CEA) and Protection, Gender and Inclusion (PGI).

The Finance Assistant will be part of a dynamic team at the Swedish Red Cross, with the goal to further strengthen the support to URCS and the affected population in Ukraine.

Job Purpose

As a Finance & Administration Assistant for the Swedish Red Cross (SRC) in Ukraine, you will primarily assist the Finance Coordinator at the Swedish Red Cross office in Ukraine. The main task is to support the SRC Ukraine country office with all financial and administrative services to ensure effective financial management, administrative and logistical support. This includes close coordination with SRC Finance Coordinator and URCS finance staff both at NC and Regional level to ensure that financial conditions in joint agreements are being followed. You work closely with the Country Representative, the Program Manager, and other colleagues to ensure the effective delivery of support services. You coordinate with the IFRC on services provided under the Integration Agreement and report to the SCR Finance Coordinator in Ukraine.

Job Duties and Responsibilities

Finance:

• Responsible for petty cash transactions (payments and receipts), including monthly reconciliation reported to the Financial Coordinator in Ukraine.

• Ensure the procurements for the SRC Office are well-documented and follow the IFRC and SRC regulations.
• Assistance in drafting agreements and amendments with the URCS and other partners

• Monitor and ensure the timely and coordinated conducting of internal and external audits of SRC-funded projects.
• Work closely with the SRC finance staff in Ukraine and be able to cover for them when they are on vacation, sick leave, etc.

Administration

• Assist delegates, in coordination with the IFRC Welcome Service, in ordering business cards, SIM cards, applying for diplomatic ID cards, renting apartments, etc.
• Support in organizing trainings/workshops, when needed.
• Assist in preparing all visits from SRC HQ in collaboration with the Desk Officer in Stockholm and approved by Country Representative.
• Support the Delegates in preparing travels abroad, train, etc.
• Manage the office's day-to-day operations

Communications:

• Establish and ensure effective working relationships and good collaboration with colleagues in Swedish RC office, Ukraine RC, IFRC and other Partner National Societies.

Others:

• Perform any other duties that may be assigned by the SRC finance Coordinator in Ukraine and the SRC Country Representative.

Job Duties and Responsibilities (continued)

• Actively work towards the achievement of the Swedish Red Cross goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles and values.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

Preferred:

• Bachelor’s degree in business administration, Economics, Commerce, or any other relevant fields.

Required:

• Knowledge of Excel, Accounting software and Administration experience.

Experience

Required:

• 1 and more years relevant working experience in finance and administration.
• Knowledge of basic finance and accounting processes.

Preferred:

• Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment.
• Previous experience within RCRC.

Knowledge, Skills and Languages

Required:

• Computer Literate, with advanced experience of Microsoft Office suite.
• Strong communication skills, cooperativeness.
• The ability to prepare and execute advance reports, accounting for calculations.
• The ability to keep records of primary documents.
• Accuracy and fine attention to detail.
• Ability to learn quickly.
• Responsibility.
• Organised and self-starter in work prioritising.
• Tact and diplomacy.
• Flexibility.
• Spoken and written English at the B1 level, at a minimum.

Preferred:

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

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.