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IFRC, Administration and finance officer

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IFRC, Administration and finance officer
Date of issue:11-01-2017
Closing date (Geneva time zone):25-01-2017

Duty station:Kinshasa
Country:CONGO, THE DEMOCRATIC REPUBLIC OF THE
Duty station status: N/A
Accompanied status: N/A

Duration:3 months
Category of Staff: National Staff

Grade: Not applicable
Vacancy No:IFRC01412 
 
Background
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
Organizational Context
 
The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. 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.
 
” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarters is organized in three main business groups: 
 
(i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional office, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut).. 
 
Job Purpose
To coordinate the accounting and administrative functions of DRC Delegation office in line with Federation procedures and policies, in a coordinated fashion to compliment the delivery of programming, administrative and financial support to all departments.
Job Duties and Responsibilities
  1. Administration
  • monitor the work done and ensure the maintenance of all IFRC buildings (residences and offices),
  • Coordinate the work of cleaning persons,
  • Rigorous monitoring of service providers’ contracts,
  • Ensure the supply and the verification of office equipment and ensure its proper maintenance,
  • Collect, register, file and send mails,
  • Ensure the monitoring and the payment of bills related to the functioning of IFRC office and residence, namely residences and office telephone, water, electricity and Internet, etc.,
  • Oversee the physical inventory of IFRC residences and office,
  • monitor pro forma invoices for the administrative equipment,
  • Participate in looking for houses for IFRC delegates and/or office,
  • file all administrative documents,
  • Register and process the mail forwarded to the Administration,
  • Set up necessary requisitions for office supply and distribute it to departments according to requests,
  • monitor stocks to avoid a stock out,
  • Monitor IFRC archiving by all units,
  • Work with the Security Delegate to reinforce security in IFRC premises.
  • Prepare weekly, monthly and quarterly reports as requested by the Operations Coordinator,
  • Supervise staff Welcome activities (briefing of the newly recruited staff to facilitate their insertion and adaptation to the organisation, etc.)
  • Serve as a liaison officer between the Human Resources of the Regional Representation and the DRC operational office to ensure conformity of HR procedures.

2. Finance

  • Prepare financial reports and send them to the delegate for validation,
  • Prepare the delegation’s Checklist to facilitate the validation of monthly transactions,
  • Prepare bank reconciliations,
  • Prepare reconciliation of working advances given to the NS,
  • Develop budgets on FedBudget
  • Check the accounting of POF and WANS on XLM and Post them,
  • Work in collaboration with programmes and Check the timing mentioned in the memorandum of understanding for transfers,
  • Carry out payment by cheque,
  • Liaise with NS finance officers to ensure that supporting documents are submitted on time,
  • Assist heads of programmes in preparing monthly Forecast and budgets,
  • Work in close collaboration with the reporting unit to ensure the monitoring of due reports,
  • Account for RBN and INTERCO
  • Prepare the monthly Cash request and submit it to the delegate for validation.
  • Develop PEAR for each project,
  • Make provisions during closure,
  • Always ensure that all budgets are prioritised in line with available funds and ensure that all budget requests and expenditures are established,
  • Assess and analyse the monthly financial analysis report and take appropriate measures,
  • Support and advise other departments on financial management,
  • Carry out bank reconciliations for all accounts, verify and ensure that the cashier updates the entire daily bank register,
  • Ensure that the cash account statement is supported by a CODA printout,
  • Ensure that all markets comply with the Federation policies and procedures at set-off of payment point
Education
 Required
Master’s degree in Business Administration, Commerce, or any other relevant fields plus full professional accountancy qualification (CPA, ACCA, ACA or equivalent and knowledge of accounting soft-wares)
Experience
Required
  • 5 years’ experience in finance and administration management, accounting, and audit and risks management.
  • Experience in managing and developing teams.
  • Experience in training financial and non-financial staff on financial matters
  • Experience in writing narrative and Financial reports
  • Strong communication and administrative skills; specifically, in office management


Preferred
  • Previous experience working for the Federation and/or National Society or a comparable International organisation
  • Experience in HR management
Knowledge, skills and languages
Required
  • Fluently spoken and written French and English
  • High degree of integrity, discretion and personal conduct
  • Flexible and adaptable to changing working conditions
  • Excellent interpersonal and written communication skills
  • Ability to prioritise, meet deadlines and work under pressure
  • Excellent staff management skills
  • Self-Motivated, proactive with good judgement and initiative
Competencies and values
  • National Society Relations
  • Diversity
  • Teamwork
  • Communication
  • Professional ism
  • Innovation
  • Accountability
 How to apply:
To apply, click on the following link https://emea3.recruitmentplatform.com/appproc/index.cfm?event=createSessionAfterSessionClear&ID=QPFFK026203F3VBQB79LO793E&jobboard=0&nPTID=3780&bSessionClear=true&nProfileIdFoundInAGP=

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