Assistant, Finance

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. 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.” 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

The position is in the Finance and Administration Unit in Budapest, supporting the Global Services Centre and the overall Europe regional country and country cluster offices, supporting on financial matters.

Job Purpose

Under the supervision of the Finance Officer, the incumbent is responsible for providing support to the Regional Office in various finance issues to ensure the smooth day-to-day operation. The Finance Assistant provides support to the Finance Department in the delivery of finance services.

Job Duties and Responsibilities

The incumbent shall be responsible for day-to-day operations related to petty cash, e-travel, daily accounting entries, review of supporting documentation, including working advances, performing reconciliations. The tasks are detailed below. The incumbent shall:

– Be responsible for all aspects of petty cash in all currencies, receipts into and payments out of petty cash, including ensuring that all transactions are correctly authorized and fully documented.

• Prepare daily journal of vouchers for both receipts and payments, and maintain cash books on a daily basis.
• Follow up on the cash reimbursement of private calls by office staff.
• Monitor the office petty cash balances, and advice on any need to re-feed the petty cash on a timely manner.
• Prepare the monthly cash count and obtain the required management signature.

– Invoice validation and registration in Accounts payable system

• Follow up on invoices already registered but not fully approved
• Report Regularly on invoices on hand to process and agree on a timeframe with the Finance Manager
• Support Finance Officer in managing the treasury in order to reduce the exchange rate exposure by monitoring the bank and petty cash balances and ensuring, after meetings with the finance officer, that action plans are followed up

– Prepare approved payments for release

• Check all approved payments before sending for bank release
• Prepare bank journal and ensure all supporting documentation is attached

– Prepare VAT claims on a monthly basis

– Ensure daily review and authorization of travel expense claims.

• Ensure the provision of travel advances, and preparation of reconciliation, provision of final payment for locally recruited staff and seconded staff members in line with the prevailing procedures.

– Ensure daily data input into CODA financial system in an accurate, efficient and timely manner.

• Review the payment authorizations submitted for signature, ensuring that all supporting documentation is attached. In case of missing documentation, ensure necessary follow-up actions.
• Check that financial codes are correct before booking the transactions and ensure any correction.
• Organize and file CODA documents, according to the standard filing system.
• Ensure that all payments are properly validated, and approved by the budget holder, and by line manager or HR manager where applicable, prior to accounting and payment.
• Assist the Finance department in ensuring the internal control environment for the Regional Office.
• Prepare the monthly field returns files in accordance with the deadlines, ensuring the availability of all supporting documents.
• Check pending invoices received from supplies, and advise on the required action

– Provide the working advances to office staff on time without delay

• Ensure timely administration and monitoring of working advances.
• Ensure clearance and reporting of working advances.
• Prepare reconciliation of balance sheet items on a monthly basis
• Calculate, reconcile and advise staff on the outstanding working advance amount
• Assist with the preparation and coding of staff working advance journals where necessary

– Other tasks

• Establish and ensure effective working relationships with the staff and management of the Europe Regional Office.
• Ensure and promote compliance with the Federation’s financial procedures, budgeting system, monthly accounts closure, bank reconciliation & processes.
• Prepare requisitions for stationary for Finance department.
• Any other tasks assigned by the Finance Manager.

– Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work related duties and responsibilities that may be assigned by the line manager

Education

Required

• Relevant degree (minimum Bachelor’s degree) or equivalent experience in Administration, financial management accounting

Preferred

• Relevant professional /academic qualification in finance or accounting

Experience

Required

• At least 3 years relevant working experience in a financial role
• Experience in working with web based accounting systems

Preferred

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

Knowledge, Skills and Language

Required

• Advanced computer skills, working knowledge with windows, spreadsheets, word processing and accounting packages
• Ability to work under pressure and to deadlines
• Accuracy and fine attention to detail
• Organized and self-starter in work prioritizing
• Experience working with CODA or similar accounting software
• Fluently spoken and written Hungarian
• Fluently spoken and written English

Preferred

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

Competencies and Values

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