Coodinator, 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 the 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.” 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.

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 IFRC Secretariat is organized into a group of support services and technical functions and delegations with geographical management responsibilities. The Venezuela Delegation is transitioning to a team that is equipped to offer advice and support to the Venezuelan Red Cross (VRC) during a period of comprehensive restructuring mandated by the Supreme Court of Justice.

The Finance and Administration Coordinator will report to the Head of Delegation. S/he is a key member of the management team. The technical manager of this position is the Regional Finance and Administration Manager. S/he is the senior financial professional in a country/operation. S/he may be deployed to different locations, where humanitarian response operations require. Deployments may be subject to additional terms of reference specific to the needs of the humanitarian response operation.

Job Purpose

The Finance and Administration Coordinator will be responsible for providing administrative support and accounting services, ensuring sound internal controls, financial reporting, training and providing expert advice and support to relevant stakeholders within a comprehensive financial management structure.

S/he will be responsible for ensuring that budgeting and financial planning, control, financial management and monitoring of income and expenditure for the Delegation is carried out in a timely and professional manner in accordance with policies and procedures.

In addition to managing the provision of administrative and financial services, the post holder will advise programme managers on programme-related financial risk management issues and support audits of the Delegation.

Job Duties and Responsibilities

Risk Management & Internal Controls

• Ensure that a strong internal control environment is maintained, including adequate and appropriate segregation of duties
• Ensure that a financial risk assessment is carried out for all projects and that appropriate mitigating measures are in place prior to the commencement of activities, and follow up on the implementation of financial risk mitigating measures
• Ensure that contracts and project agreements are in place prior to the commencement of any expenditure/funding activities and that these agreements take into account relevant financial risks and necessary mitigating measures
• Manage the implementation of financial and administrative policies, processes and procedures in the office/operation
• Ensure that all expenditure is within authorized limits
• Ensure that all expenditure is valid and complies with policies, procedures and donor requirements
• Follow up on advances to staff, National Societies and project partners in a timely manner to ensure compliance with contracts, policies and procedures and to minimize the risk of financial loss
• Supporting country/operation audits and the Head of Delegation in the implementation of internal and external audit recommendations
• Support and control of cash transfer programming, including due diligence of local financial service providers and ensuring compliance with standard operating procedures

Financial Management and Controllership

• Manage and safeguard the funds and assets of the delegation
• Oversee the cost control management of the delegation with a view to achieving value for money
• Oversee the management of payments, cashiers, bank signatories and payroll functions
• Manage the financial budgeting, accounting and reporting cycle
• Record and track financial commitments, particularly for emergency appeals, to avoid over-commitment of financial resources
• Monitor performance against cash pledges and advise Head of Delegation on corrective actions to be taken to avoid deficit
• Prepare donor financial reports for validation
• Provide technical review/advice on contracts including donor grants and proposals to minimize financial risks and ensure sound financial terms
• Oversee the day-to-day processing of transactions in accordance with policies and procedures
• Provide expert advice to project managers on financial risk and financial management issues
• Monitoring key financial performance indicators and advising managers on how to improve performance

Financial Reporting

Prepare ad hoc financial reports for stakeholders, including IFRC- and Movement-wide reports as required

• Support the preparation of appeal financial statements in accordance with International Financial Reporting Standards
• Support programme and year-end audits.
• Prepares budget reports by collecting data; analyzing and investigating variances; summarizing data, information, and trends for the budget revision on quarterly basis.

National Society Development

• Supporting, as appropriate, the capacity building and development of member National Societies in areas of expertise (i.e. administration, accounting, financial management and financial reporting);
• Assist National Societies, as appropriate, in establishing a cost recovery policy in line with the Costing Policy Guidelines.

Job Duties and Responsibilities (continued)

Month and Year End Closing

• To ensure timely completion of finance closing accordance with the outlined policies and procedures.
• Maintain accuracy in balance sheet and expenses account and responsibility for month end accounting tasks and monthly reconciliation of
• Ensure timely and accurate booking of all financial transactions (payments, working advances, SOSC, accounts payable, etc.).
• To be responsible of reviewing the KPI for each project and provide timely advice to the budget holder.
• Validate the booking for bilateral transaction for Partner National Society.
• Validate the personal deduction cost of international staff to Geneva finance and HR.
• Review the coding for the vehicle leasing on monthly basis.
• Validate on monthly basis the headcount and approve the allocation cost accordingly based on the shared office and services cost.
• Review and validate national staff payroll every month, validate redundancy booking of national staff and validate consolidated year end closing movement for the national staff redundancy and retirement benefits report.

Treasury Management

• Ensure adequate and appropriate cash flow to enable programmes and operations
• Prepare and submit cash requests to central treasury
• Manage bank account balances to minimize foreign exchange risk
• Open and close bank accounts and change signatories in accordance with consistent policies and procedures
• Carry out due diligence on new financial service providers
• Establish a petty cash management policy and oversee its implementation
• Oversee payments in accordance with cash disbursement policies, including ensuring adequate segregation of duties
• Ensure timely bank reconciliations for all office/operational bank accounts

Administration

• Oversee the opening and closing of offices in accordance with policies and procedures
• Oversee the provision of administrative support services, which may include transport, accommodation, translation and interpretation, archiving and filing, health and safety, security, reception, travel, conferencing and other ancillary services as required
• Oversee the day-to-day management of facilities and local procurement as required
• Manage contracts with local service providers for administrative services
• Ensure effective record keeping of all financial, administrative and asset inventories
• Provide administrative and logistical support for statutory meetings in the country/region as requested
• Oversee the provision of ancillary administrative services, including ensuring that service standards are maintained

Communications

• Represent the IFRC at meetings with National Societies, partners and donors on an ad hoc basis as required
• Maintain regular and proactive dialogue with internal and external stakeholders on relevant financial and administrative management issues
• Ensure that stakeholders of surge tools such as ERU, FACT and RDRT are provided with clear guidance on the IFRC’s financial and administrative policies and procedures

Working relationships

Establish and keep effective professional working relationships with national and international staff in country, regional and global offices, and with the VRC, the International Committee of the Red Cross, and government counterparts

Education

Relevant University or Master’s Degree in finance, auditing or accounting
Professional qualification in accounting
IMPACT, Basic Delegates Training Course or equivalent knowledge

Experience

Required

Minimum 5 years of professional experience in accounting or financial management
Experience in the preparation of budgets and financial reports
Experience in presenting financial analysis to non-financial stakeholders

Preferred

Experience in managing staff
Minimum 2 years of prior experience working with the Red Cross Red Crescent Movement
Experience in working in an international environment
Experience providing training in finance management
Experience working in an emergency response context/setting
Experience in managing contracts

Knowledge, Skills and Languages

Required

In good mental & physical health, high level of stress tolerance
Advanced skills in computers (Windows, spreadsheets, accounting packages and word processing)
Excellent professional communications skills, both verbal and written
Strong organizational skills, methodical and logical approach to tasks and problem solving
Good presentation and facilitation skills
Ability to organize, analyze and synthesize large amounts of information
Ability to manage complex and sensitive relationships

Preferred

Knowledge and experience of Business Objects, CODA & Fed Budget

Spanish and English Required

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