Finance and Administration Manager

PURPOSE:

Finance & Administration Manager is accountable for the integrity of financial operations and reporting in strict compliance with the ICRC financial management rules. S/he oversees all financial resources and administrative activities, such as management of premises and staff travel for the ICRC mission to Poland. S/he and acts as Human Resources and/or Logistics assistant in the absence of a dedicated specialist.

RELATIONSHIPS:

• Internally, he/she interacts with the Regional Coordinators of Support departments (HR, Finance and Administration, Logistics, IT) based in Budapest and/or Geneva, and other colleagues based in Poland
• Externally, he/she interacts with banks, suppliers and daily employees.

GENERAL REQUIREMENTS

• Understands and respects the seven Fundamental Principles of the International Red Cross and Red Crescent Movement (Movement).
• Understands and respects the ICRC Code of Conduct.
• Understands the respective roles of the components of the Movement.
• Complies at all times with personnel and security regulations.
• Represents the ICRC and demonstrates professionalism at all times.
• Establishes and maintains a pleasant and supportive working environment with colleagues and supervisors.
• Maintains strict confidentiality in all duties in the interests of employees and the ICRC.
• May be called upon to perform tasks not mentioned in this job description and to provide support to other departments as required.

ACCOUNTABILITIES AND RESPONSIBILITIES (as per role description)

• Supervises, or is in charge of, the accounts of the delegation/structure; may be asked to contribute to preparing the annual budget/monthly forecast and risk reporting, cost-control and analysis of budget deviations. Ensures compliance with statutory reporting requirements (i.e. taxes and social security, the latter in close collaboration with the Human Resources Manager), and regularly assesses the financial situation (including treasury) of the delegation/structure.
• Acts as adviser, trainer and coach on all financial or economic matters for the teams running humanitarian projects.
• Is responsible for drawing up contingency measures to respond to critical changes in the operating context.
• Interprets institutional guidelines and policies in light of the local context; sees to it that these are strictly applied and monitored, ensuring compliance with ethical standards and mitigating financial risks.
• Acts as co-signatory and finance interface for both authorities and commercial parties (suppliers, banks etc.).
• Provides reliable forecasts and budget data to Management.
• Where no Human Resources Manager is deployed, is responsible for locally hired staff, with dotted-line reporting to the Human Resources Coordinator for the delegation/region.
• Oversees day-to-day financial management and maintenance of offices and residential premises; maintains an appropriate security set-up, including safe accommodation for all mobile staff.
• Supports the Head of Delegation/other structure in establishing (and updating) the Risk Assessment for the delegation/structure, focusing on risks related to real estate and finance. Implements and monitors risk-mitigation measures in his/her area of responsibility, in close liaison with technical departments.
• In cooperation with technical departments and the sustainability team at headquarters, initiates and leads measures to reduce energy consumption and implements “gap-closing” measures identified in the Sustainability Assessment.

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DELEGATION SPECIFIC TASKS :

Ø Finance/HR

• Controls and pays invoices according to the financial rules in place.
• Follows up on working advances opened within the office and ensures that they are closed within the prescribed timeframe
• Sends the accounting documents to accounting services in Manilla.
• Carries out the control by ensuring the accuracy of the amounts as well as the supporting documents are properly attached before any payment of invoices by cash/bank transfer
• Makes cash payments and orders bank transfers.
• Internally, interacts with the Head of Delegation/ structure and with other departments in the field, and with the Head of Finance & Administration Sector at headquarters.
• Externally, interacts with financial authorities (tax authorities, Ministry of Labour, Ministry of Foreign Affairs, embassies) and suppliers (e.g. Heads of Finance).
• Responsible for the petty cash and payments
• Ensures compliance with the institution’s administrative and financial procedures in place
• Plans the cash flow for the office and participates in cash flow management.

Ø Logistics

Purchasing

• Investigates the local market and keeps the hierarchy informed of local purchasing opportunities.
• Carries out price requests and purchases after validation by the Head of Mission
• Leads price negotiations always in the interest of the ICRC.
• Responds to local purchase requests made by colleagues
• Organizes the import of goods/equipment if necessary
• Makes small purchases on site and ensures that logistical procedures and financial regulations are respected for all purchases made.
• Is the Logistic focal point and communicates with Logistics Coordination for the Region

Transport

• Negotiates transport rates with the external company
• Is the point of contact for external drivers and transport companies providing services to the Mission to Poland
• Processes transport-related bills with the respect of financial rules.

Ø Accommodation and Welcome

• Supervises the accommodation for mobile staff assigned to/visiting the ICRC Mission to Poland
• Ensures the smooth running of the housekeeping and calls upon service providers for repair needs
• Ensures that the housekeeper is well trained and respects cleanliness and hygiene measures
• Chooses best possible travel solution for field trips and books the tickets
• Processes travel-related bills with the respect of financial rules.
• Ensures the management of Welcome in the office (management of guest, booking of travels)
• Negotiates the prices and conditions of lease agreements and services requested, related to accommodation

· In addition to the tasks listed above, may be called upon to perform other tasks not listed in these specifications. S/he may also provide support to other departments as required.

PEOPLE MANAGEMENT RESPONSIBILITIES

· Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision

· Makes sure that deadlines for the PMD cycle are met

· Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members

· Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information

· Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed

· Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year

· Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities

MINIMUM REQUIRED KNOWELEGE AND EXPEREINCE: (as per the standard JD)

· University degree in business administration, finance/accounting or human resources, or hospitality management.

· Diploma in accounting (CPA/CMA or similar) / internal audit (CIA or similar) an asset.

· Fluent command of English and French.

· Computer literacy.

· 3 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.