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.
The 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.
The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into four main Divisions: (i) National Society Development and Coordination, (ii) Humanitarian Diplomacy and Digitalization, (iii) Management and Accountability and (iv) People and Strategy.
The 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.
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.
Job Purpose
This profile leads and coordinate the financial management and administrative functions of the Cluster Delegation in line with Federation procedures and policies, in a coordinated fashion to compliment the delivery of programming, administrative and financial support to all departments and to ensure the work of the National Societies is facilitated.
Job Duties and Responsibilities
Internal Control and Risk Management
- Manage the monthly financial cycle within the defined deadlines.
- Coordinate all work that will easily facilitate and enhance successful audit of the Cluster Delegation operations and programs.
- Conduct capacity risk assessment for project partners and ensure mitigation measures address major areas of financial risks.
- Perform delegated responsibilities on all financial matters to ensure that internal control is in line and effective as required.
- Ensure proper maintenance of office equipment.
- Be responsible for the finance and administration control environment for the Harare Cluster Delegation.
- Support the Head of Finance and Administration to review local administration policies.
Financial Reporting
- Prepare monthly financial analysis report for the Head of Cluster clearly highlighting the financial issues and risks.
- Prepare financial analysis reports for heads of units.
- Monitor and report on key performance indicators (KPIs), including cash position for the Cluster Delegation and advice on actions to be taken to improve the KPI’s.
- Oversee preparation of accurate, regular and timely donor financial reports.
- Support internal and external audits conducted for the Cluster Delegation and programmes.
- Identify and discuss donor financial reports monthly with the budget holders and program staff and develop a plan of action to address any issues identified.
- Conduct funds transfer spot checks reviews and reports with remedial actions to improve systems within the National Societies.
Audit and Compliance
- Review draft management letters and internal audit reports for the Cluster Delegation audits and prepare responses in consultation with the Head of Finance and Administration, Africa.
- Implementation of audit findings for the Cluster Delegation touching on finance & administration.
- Follow up with various risk owners within the Cluster Delegation to ensure implementation of internal audit findings.
- Be responsible for implementation of all finance & administration policies and procedures in the Harare Cluster Delegation.
- Review all documents for compliance and authorize only if there is full compliance.
Financial Management and Operational support
- Manage the Harare Cluster Delegation funds and financial assets under the overall direction of the Head of Cluster Delegation. This will include cash flow, cost control management as well as management of treasury functions.
- Advice the Head of Harare Cluster, Heads of units and staff on financial matters.
- Coordinate the compilation of Cluster Delegation budgets and financial plan under the direction of the Head of finance and administration.
- Manage the budgeting cycle, regularly ensure all program budgets are prioritized in line with available funding and ensure that all project exposure and unfunded items are managed within PEAR approval limits. Monitor the budgets and ensure accurate accounting, authorization, and internal control procedures are implemented. Investigate and address significant variances.
- Prepare, shared office and service costs budget for the Cluster Delegation and monitor expenses on a quarterly basis and advice the Head of Cluster on improvements
- Validate the monthly payroll before onward processing for payment.
- Provide training, support and advice staff on financial management matters.
- Prepare and review in country costs budgets for respective units to follow up on cash pledges.
Job Duties and Responsibilities (continued)
Treasury Management
- Prepare and submit monthly cash request for onward submission to Geneva and ensure funds are available to carry out activities.
- Manage bank account balances to minimize forex losses on cash held.
- Ensure timely reporting and collection of receivables.
Monitoring
- Monitor National Society advances and ensures timely reporting.
- Ensure clearance of working advances from national society are calculated using the transfer rates.
- Follow up on dormant working advance (WA) by working closely with the NS finance team.
- Ensure that program advances to the NS are controlled and cleared with acceptable documentation and vouchers. This will involve monitoring and audit trail work from time to time.
Emergency Preparedness and Response
- Support in the preparation of emergency and DREF budgets and validate the information and present in standard template.
- Participate in Joint Task Force for major operations in Harare Cluster, providing financial risk and management advice and guidance
- Ensure audit provisions are posted for funds transfer societies.
- Ensure provision, accruals and outstanding pledge are cleared prior to preparation of the final report.
- Ensure timely closure of humanitarian response projects and appeals.
National Society Development
- Support development initiatives of the National Societies.
- Support the Head of Finance and Administration in carrying our capacity review and risk assessment of the national societies.
- Provide advice on finance and administrative policies and procedures for implementation by the NS.
- Conduct training on finance and administration to improve systems within the NS.
- Propose and support NS development initiatives.
Procurement
- Conduct 100% check on all Cluster Delegation procurements and only authorize payments after ensuring compliance to IFRC policies.
- Ensure validation of codes and budgets in LR and other documents are accurate.
- Work closely with a dedicated procurement officer to ensure admin procurements are done by OLPSCM.
- Joint Committee of Contract (CoC) for procurement related to Cluster Delegation and cluster.
- Ensure disposal of items are following the fixed assets procedure.
Administration
- Supervise day to day management of IFRC premise, maintenance, local procurement of office equipment, furniture and consumables.
- Develop and implement green policy.
- Ensure timely submission of Equipment Tracking register list.
- Coordinate outsourced functions such as housekeeping, conferencing, and catering to ensure cost effectiveness and service delivery in accordance with agreements.
- Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
- Implement standardized filing and archiving systems for the Region and Cluster Offices while promoting adherence to the same among program departments.
- Draft and keep up-to-date procedures and guidelines on housing, telephone, travel and other administrative processes as necessary and promote adherence to them.
- Management of administrative contracts signed by the office and service providers.
- Safeguard fixed assets by coordinating and maintaining a robust and updated asset management register.
- Ensure there are no administrative service disruptions.
- Work with security delegates to enhance security in the premises.
Education
- Relevant university degree (bachelor’s degree in business administration or equivalent)
- Professional qualification in accounting (Chartered accountant, CPA or equivalent)
- A Master of Business Administration (MBA) with a finance concentration or a Master of Science (MSc) in Finance
Experience
- Minimum of 7 years of relevant professional experience
- Minimum of 5 years in finance and administration management position
- Minimum of 2 years work experience with an International Organisation, international non-governmental organization, NGO and/or government development agency
- Experience working with the International Red Cross / Red Crescent Movement
- Experience in Team Management and remote support
- Experience in plan & budget, financial analysis & statements, reporting & treasury management, external financial audit.
- Experience working in multicultural environment
Knowledge, Skills and Languages
- Service minded, ability to lead, delegate and manage from distance
- Result-oriented, ability to lead transitions within a matrix management structure
- Proven good judgment and ability to work with complete integrity and confidentiality, acting as a model of highest integrity in personal capacity and at team level.
- High degree of discretion, tact and sensitivity with internal and external stakeholders
- Good ability in representation, negotiation, networking and communication
- Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook)
- Advanced knowledge of accounting concepts
- Knowledge of International Financial Reporting Standards or equivalent
- Advanced knowledge of financial management and reporting applications (e.g. ERP)
- Understanding of internal control and treasury management concepts
- Financial management, Policies and Planning, Budgets, Financial Analysis, Treasury management and Audit and risk management
- Ability to effectively provide training on finance & administration management matters, contributing to a learning culture, sharing knowledge and engaging partners.
- Fluent spoken and written English
- 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
- Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others
