Delegate, Finance and Administration

Job Purpose

The Finance and Administration Delegate is responsible to provide administrative support, as well as accounting services, ensure sound internal control, financial reporting, training and providing advice and support to relevant stakeholders within a comprehensive financial management structure which are related to the operations he/she is deployed to.

In close cooperation with the National Society Finance Director, the Finance and Administration Delegate, under the supervision of the Head of Country Office and the Regional Finance and Administration Unit, will be in charge of IFRC budgeting & financial planning, financial management and monitoring of income and expenditure for all the Federation programmes under the Emergency Appeal/Country plans deployed to support.

In addition to the accounting services, the post holder will provide a general support and advice to programme managers on all programme related financial issues from the budgeting to the final evaluation of the delegation and also provide efficient financial management.

Job Duties and Responsibilities

Risk Management & Internal Controls

• Ensure that a rigorous internal control environment is maintained, including ensuring proper segregation of duties;
• Ensure that all spending is within the project expenditure approval, and no cases of expenses above budget or expenditure ceiling occur at the project/account group level.
• Ensure that all spending is valid and complies with the IFRC procedures and reject any payment requests or working advance clearances for non-compliant expenses;
• Ensure MoU’s and project agreements are in place for all national society, follow up on dormant working advances and ensure flow of expenditure clearance from delegates’ working advance;
• Support the implementation of finance policies, processes, and procedures;
• Support the implementation of internal and external audit recommendations, and;
• Ensure that a financial risk assessment is conducted for project proposals.

Financial Management and Controllership

• Manage the funds and financial assets of the Office assigned to under the overall direction of the Head of Country Delegation and the Head of Finance and Administration. This will include cash flow and cost control management as well as the management of payments, cashier, bank signatory and payroll functions;
• Manage the monthly financial cycle, within the deadlines, without significant error and maintain the accuracy of the numbers, resulting in satisfactory audit reports and positive evaluations of the financial aspects of the operations;
• Record and report separately on Emergency Appeal operation financial commitments (external MoUs, pipeline purchase orders, program commitments, etc.) and be fully aware of possible commitments and planned ventures;
• Monitor and follow up on delegation income and pledges, identify overdue pledge payments or dormant pledges and timely indicate underspending and the requirements for possible time frame extensions. Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity and timeliness of the reports are maintained. Eliminate any dormant projects;
• Act as Finance Controller to safeguard Federation’s legal obligation and commitments and take logical and financially sound decisions. Track donor balances and ensure appropriate coding of expenses;
• Provide comprehensive technical review/and advise on donor grants and proposal to senior management and PRD colleagues prior to signing of agreement. Finance validation is a crucial part in concluding the agreements;
• Coordinate the preparation of operating and programme budgets;
• Manage the Budgeting Cycle (Appeal, Operating Budgets and approval requests) and ensure the detailed, realistic and achievable budgets are presented for the delegation;
• Provide advice to managers on budgetary matters;
• Manage the day-to-day processing of transactions in accordance with established procedures;
• Manage the cash and bank payments and the provision of accounting services;
• Perform the month-end financial close process;
• Provide expertise and advice to project management on an ad hoc as required basis on financial management matters pertaining to operations and programmes; and,
• Monitor financial key performance financial indicators on a monthly basis and provide advice and/or instruction to managers as to how to improve.

Financial Reporting

• Prepare financial reports for management purposes;
• Prepare donor financial reports, on an ad hoc, as required basis; and,
• Support programme and year-end audits.

Treasury Management

• Effectively manage the funds available for programmes and operations consistent with organizational policies and with a view to minimizing risk of loss;
• Monitor field bank account balances;
• Prepare accurate and timely cash requests;
• Ensure timely reporting and invoicing; and
• Manage bank account balances to minimize foreign exchange volatility on cash held for programmes and operations.

Administration

• Ensure effective management, maintenance and compliance of a documented system of administrative policies and procedures for the IFRC in the region, and monitor and oversight administrative operations of field offices to ensure minimum and consistent standards are applied throughout the organization.
• Manage cost effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving and filing, health and safety, security, welcome service, travel, conferencing and other ancillary services. This includes the provision of outsourced functions when relevant (cleaning, gardening, catering, printing and security).
• Ensure that people and activities are properly insured as per the IFRC regulations and country legal requirements with the support of a local lawyer; report timely incidents to the Insurance Unit in Geneva.
• Supervise the daily management of IFRC buildings (if applicable), maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management and ensure the development and the implementation of a green and sustainable strategy.
• Ensure the effective selection and management of agreements (office equipment, leases, rental agreements) and ensure their upload in the e-contract system.
• Ensure effective record keeping of all financial, administrative and assets’ inventory and use the e-record system.
• Provide administrative and logistical support to statutory meetings in the region upon request (if applicable)
• Lead the provision of Administrative Supplementary Services, in the Region, including ensuring service standards are maintained (if applicable)

Communications

• Represent the IFRC on an ad hoc as required basis at meetings with members and donors; and,
• Maintain regular and proactive dialogue with internal and external stakeholders with regards to relevant finance & administration management matters.

Training and Team Management

• Liaise closely with the Technical Manager, Head of Finance and Administration, keeping him/her updated of all significant financial and administration issues pertaining to the country operation of assignment and seek advice/input/instruction as required;
• Be proactive and customer focused in the work, resolve issues and suggest solutions, drive the processes forward, seek assistance from the appropriate sources, and encourage the Finance and Administration function to be seen as an integral part of Operations Management;
• Provide/coordinate training on financial and administration management matters for various stakeholders as requested/required; and,
• Recruit, train and supervise finance and administration staff to ensure tasks and functions are completed in timely and efficient manner, within acceptable levels of quality and costs.

National Society Development

• Supporting member National Society development in matters of expertise (i.e. administration, records keeping, accounting, financial reporting and financial management).

Education

• Relevant University or Master’s Degree in Administration, financial management accounting – Required
• Professional qualification in finance or accounting – Required
• Relevant training or coursework in one or more core areas e.g. Financial, Administration and HR management (emergency operation, finance, risk management, audit) – Preferred
• IMPACT, Basic Delegates Training Course or equivalent knowledge – Preferred

Experience

• Minimum 5 years of prior professional experience in accounting and finance management, office administration, management function – Required
• Minimum 3 years of prior experience working with the IFRC, in a finance function, preferably in an emergency response setting – Preferred
• Experience in working in an international environment, preferably with the United Nations or similar organization**- Preferred**
• Experience of managing & supporting staff – Preferred
• Experience of supporting a RC/RC society on finance management and computerised financial systems**- Preferred**
• Extensive experience of budget preparations, cash-flow statements & financial plans, preferably with IFRC – Required
• Experience in emergency response setting – Preferred
• Extensive experience of writing narrative & financial reports – Required
• Extensive experience in commercial & contractual systems – Preferred

Knowledge, Skills and Language

Knowledge and Skills

• In good mental & physical health, high level of stress tolerance – Required
• Advanced skills in computers (Windows, spreadsheets, accounting packages and word processing) – Required
• Knowledge and experience of Business Objects, CODA & Fed Budget – Preferred
• Experience of and ability to use manual accounting systems – Preferred
• Strong skills in training and developing staff – Required
• Experience to the International Red Cross & Red Crescent Movement – Preferred
• Excellent professional communications skills, both verbal and written in English – Required
• Strong organizational skills, methodological and logical approach to tasks and problem solving – Required
• Good presentation, facilitation and note-taking skills – Required
• Ability to organize, analyze and synthesize large amounts of information – Required
• Ability to manage complex and sensitive relationships with partner organizations – Required
• Sound knowledge of Microsoft Office applications – Required
• Able to present financial information clearly, orally & in writing – Required

Languages

• Fluently spoken and written English – Required
• Knowledge of Farsi – Preferred

Competencies and Values

• Meticulous attention to details; Accountability, Integrity, Professionalism
• Teamwork
• Communication
• Interpersonal skills
• Positive approach
• Flexible personality
  Patience
• Understanding priorities in an emergency setting