Career Opportunities: Finance & Administration Manager – based in Luxembourg (18875)

WHAT WE DO

The International Committee of the Red Cross (ICRC) works worldwide to provide humanitarian assistance to people affected by conflict and armed violence. We act in response to emergencies and at the same time promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

PURPOSE

Digitalization and new technologies have an increasingly important role in today’s humanitarian activities. As humanitarian organizations become more active in and reliant on new and digital technologies, they evolve from being simple bystanders to being fully-fledged partners in cyberspace, vulnerable to harmful cyber operations that could impact on their capacity to protect and assist people affected by armed conflict. In addition to adverse cyber operations, this leads humanitarian organizations to face numerous other novel challenges, as illustrated in more detail here below.
Considering the complexity of the challenges linked to the above, the ICRC has decided to start exploring and piloting the possible setup that will be required to run digital services on a global scale before such services are available for large scale deployment, through a Delegation to Cyberspace.
This involves creating a testing ground in which the ICRC can pilot and deploy supporting R&D technology, and in which it can safely engage in a dialogue with host authorities.

ROLE DESCRIPTION

As a Finance & Administration Manager you will support the Management of the Delegation to set-up the new structure in Luxembourg. You will take the lead for the integrity of financial and analytical accounting and for reporting. You will coordinate all financial resources and administrative activities. You will be in charge of the Human Resources for the Delegation as well as its internal Information Management system. You will be the focal point at delegation level for any logistic and ICT related matters.
In your role, you will ensure the respect of all the ICRC guidelines and procedures in compliance with the Luxembourg legislation.

General tasks and responsibilities

• Act as adviser, trainer and coach on all financial, economic, information management, or HR matters for the delegation.
• Be accountable for drawing up contingency measures to respond to critical changes in the operating context.
• Interpret institutional guidelines and policies considering the local context; sees to it that these are rigorously implemented and monitored, ensuring compliance with ethical standards and mitigating financial risks.
• Act as co-signatory and finance interface for both authorities and commercial parties (suppliers, banks etc.).
• Responsible for staff administration within the delegation.
• Represent the administration at all management meetings and participates actively in the decision-making process.
• Direct support to the Head of Delegation (correspondence, calendar, contacts management, visitors etc)
• Is responsible for the information management ensuring a coordinated and consistent workflow and acts as a focal person for information management policies/rules/guidelines and written protocol, correspondence and related computer tools such as SharePoint, Lotus Notes databases and web-based applications.

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FINANCE

• Lead the setting up of financial rules and regulations by drafting and updating them, in addition to ensuring their smooth application.
• Advise Departments on finance related matters and follow up on their respective budget and expenses
• Oversee and, if needed, propose and implement corrective measures regarding expenses and time reporting issues
• Establish the mechanisms to control and limit frauds within the delegation
• Guarantee regular contacts with the banks in Luxembourg for optimal services
• Coordinate and control cash and bank movements and ensures that the funds correspond to the operational activities
• Control and submit the monthly annual accounting and timely reply to the relevant partners
• Budget Follow Up

HR

• Act as the HR Service Provider for the Delegation and implement the activities
• Act a focal point for locally hired staff and expatriates, ensuring that ICRC’s, LUX delegation’s policies and local applicable laws and regulations are known, understood, enforced and respected;
• Ensure compliance of all the processes and practices with the Staff regulations / Employee Handbook, and other ICRC HR internal guidelines;
• Implement all HR procedures throughout the employment life cycle of the employees (recruitment, induction, performance appraisal, disciplinary, promotion, etc.);
• Ensure that HR tools are up to date and report to the HR Partner in case of malfunction;
• Support and coach all supervisors with their understanding and application of the HR procedures within their teams.

PREMISES/PROPERTY MANAGEMENT

• Handle the pool of premises in line with the operational needs and institutional guidelines and lead the key management handled by holder of Premises file.
• Remain aware of the real estate market and suggests new solutions for accommodations.
• Participate in the selection of premises, discuss and sign lease agreements as well as agreements with subcontracting companies (security, cleaning, etc.)
• Ensure procedures for a proper maintenance of the premises and regular update of the inventories are in place as well as mechanisms for stock (i.e. coffee-break items, office consumables, cleaning products, etc.)
• Draft, update and implement the Housing policy and the makes sure that the ICRC standard housing items’ list is updated regularly
• In coordination with Management, ensure that passive security measures are implemented

WELCOME

• Organise and coordinate events and seminars planning
• Ensure that various working tools are up to date (Welcome file, Welcome DB, etc.)
• Maintain regular contacts with external interlocutors (Consulates, Hotels, Airlines’ representatives, etc.) and remain well informed on related developments (visa procedures, MFA regulations, customs formalities, opening of new schools, hotels, etc.)
• In coordination with the management, lead various specific cases of mobile employees (freight, per-diem allowance, accidents, medical evacuation, baggage insurance, etc.)

DESIRED PROFILE

• 6 years confirmed practical experience in finance, management or human resources, including at least 1 year in financial accounting / Controlling.
• Experience in an international working environment, abroad or with an international organization / development agency
• Similar experience within the ICRC is a strong asset.
• University degree in business administration, finance / accounting or human resources
• Diploma in accounting (CPA / CMA or similar) / internal audit (CIA or similar) an asset
• Fluent command of English and French
• Computer literacy
• Knowledge of Labour and Tax laws in Luxembourg would be an asset
• Ability to juggle between different tasks
• Driven by results and service oriented at the same time
• Organised and structured
• Flexible as much able to manage rapid changes and to take on new responsibilities (potentially out of comfort zone)
• Agility and pragmatism
• Willingness to work autonomously but with a good team spirit

WHAT WE OFFER

• An inspiring opportunity to practice your profession in a multicultural environment for the oldest humanitarian organization in the world;
• A very diversified and “hands-on” role;
• A full-time open-ended contract (national) under the Luxembourg legislation– (grading: B3 under the ICRC scale);
• Progressive career development, training;
• Place of work: Luxembourg

Only EU/EFTA nationals or work permit holders may apply.

Ready to apply? Please send your CV and application letter (in English or French only) before May 31st 2022

Preferred starting date: as soon as possible or end of Q2 / beginning of Q3 2022

The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates.