Finance and Administration Officer – Egyptians nationals

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 delegations 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.

Egypt is the duty station for this position.

Job Purpose

This post is responsible to ensure the delivery of effective and timely accounting, financial, and treasury services (if required) at the IFRC Regional Delegation based on Lebanon, with special emphasis in the ECHO PPP (Pilot Programmatic Partnership), Egypt project financial management support.

Job Duties And Responsibilities

Financial Reporting

• Performs a periodic review of the transactions posted to the projects to ensure they are accurately entered into the accounting system.
• Monitor donor reports list and submit the complete report prior the due date.
• Verifies that the transactions process occurs according to the IFRS , the IFRC policies, procedures and they comply with the donor requirements.
• Provide information about the status of reports to the finance analyst.
• Prepares income or expenditure reallocations to ensure that the reports are ready to submit

Budgeting

• Provide technical assistance, and advice to the project managers and / or programme staff during the preparation and/or revision of budgets.
• Provide analysis of actual expenditures vs. budgets with its respective comments of the variances and recommendations to the project manager and programme staff.

Validation of transactions

• Ensure that all the transactions related to his/her portfolio are validated following the expenditure authorization policy and other procedures.
• Ensure all accounting transactions are properly authorized and documented by original and valid supporting documentation.
• Provide feedback to the project managers when findings have been identified in terms of documentation that does not meet the requirements or transactions that are not within the approved budget.
• Follow up with the project manager or unit staff the timely submission of the forecasts, journal of expenditures, expense claims and other documents.

Treasury

• The post will be responsible for the monthly cash request analysis submission
• Ensure there are sufficient funds.
• Preparation of bank account reconciliations
• Conduct petty cash counts (surprise or planned)
• Ensure that the payments are done on a timely basis.
• Coordinate the opening and closing of bank accounts.

Supplementary Services

• Validate the Partner National Societies (PNS) transactions related to the provision of supplementary services.
• Ensure the accuracy of the booking of these transactions.
• Prepare the draft invoice and ensure the content matches with the supplementary services report.
• Do the necessary corrections if required after the finance analyst has provided his/her feedback.
• Liaise with the PNS in case of technical questions.
• Ensure all the bookings related to services provided have been reflected in the accounting.

Shared Office and Service Costs

• Provide technical support to the project managers during the preparation of the shared office and service costs budgets.
• Gather the required information to fill in the calculation spreadsheet.
• Explain to each project manager of the related function the results of the analysis.
• Book the transactions monthly.
• Coordinate revisions of the budgets or rates when it is required.
• Provide the interpretation of the management report to the Head of the Country Delegation

Accounting verification

• Book all the transactions in the accounting system after the appropriate review.

Balance Sheet items review and reconciliations

• Ensure the same amount that was counted match with the amount reflected in the accounting system.
• Provide reconciled account statements of the outstanding balances of staff and / or National Societies
• Ensure that other balance sheet items are reconciled
• Coordinate that corrections are done on a timely basis.

Job Duties And Responsibilities (continued)

Month end closed routines

• Support the month-end close routines within the deadlines

Financial Analysis

• Prepare ad-hoc financial analysis as per demand of the projects under his/her portfolio.
• Interpret financial key performance indicators to the project managers and provide quality advice to improve the performance or minimize / mitigate risks.

Ensuring the functioning and efficient delivery of administrative services

• Coordinate the delivery of all general services to ensure a smooth day-to-day running of the office, including telephone/reception, hotel reservations, housing, ticketing, purchasing and transport.
• Manage the relevant and timely dispatch of outgoing and incoming mail.
• Ensure compliance with all the local regulations in the country
• Identify new houses for delegates within the security perimeter as defined and authorised by the Security Coordinator and ensure that all houses leased are equipped and properly maintained
• Draft and negotiate rental contract with landlord/real estate agency with the advice of the legal counsellor. Ensure the timely renewal of the lease agreements.
• Arrange the travel and accommodation for delegates and visitors according to agreed processes and procedures.
• Update the country cluster welcome package to be distributed to new delegates, member National Societies, and visitors.
• Ensure that the standardized filing system is in place.

Office Management

• Ensure that office utilities are functioning properly, and invoices are paid.
• Keep an accurate record of the inventory of assets, document properly the procurements or disposals of assets, conduct a physical count to ensure the list is reconciled with the physical items.
• Verify periodically that the insurance policy is up to date and covers the existing list of assets.
• Coordinate with IT for the proper insurance of the IT equipment.
• Review and ensure that the staff in the office files their documents following the standardized filing system for offices in the field.

Organization Of Events

• Manage the technical set up and the administrative organization of major meetings (interpreters set up, meeting facilities, organization of receptions/buffet/meals, renting of office equipment).
• Organize transportation for meeting participants.

Office Procurement

• Undertake non-operational procurement based on the IFRC procurement procedures and regulations, i.e., but not limited to stationary, furniture, IT equipment, translation services.
• Ensure that the items/services are well delivered, properly stocked where relevant and invoices processed in a timely manner for payment purposes.
• Create a portfolio of suppliers and service providers to be used by IFRC where needed and based on proper clearances and documentations.

Relationships With Other Stakeholders

• Liaise with project managers and unit staff to provide effective services with the aim to contribute to the achievements of the plans and results.
• Liaise with the assigned finance analysts to get advice, orientation, support on technical matters and provide feedback to the findings observed in the monthly field returns, accounting, and financial matters.
• Liaise with the Head, Finance and Administration to highlight urgent matters and provide feedback of how to improve systems, processes, and internal controls.
• Support auditors in terms of clarification or providing supporting documentation.
• Conduct briefing and debriefings to unit staff under his/her portfolio.

Education

• University degree on finance or accounting and admin – Required
• Qualification in business administration or auditing. – Preferred

Experience

• 3+ years’ professional experience in a finance or accounting department. – Required
• 2+ years of field experience in a humanitarian organization. – Preferred
• Red Cross / Red Crescent movement, other international organization, large NGOs, and governmental development agencies. – Preferred

Knowledge, Skills and Languages

• Good stress management skills . – Required
• Self-supported in computing systems (e.g., accounting software and MS Office). – Required
• Excellent communication skills. – Required
• Good analytical skills and solution focused person. – Required
• Skills in training and developing staff. – Required
• Time Management skills. – Required
• Fluent spoken and written Arabic. – Required
• Fluent spoken and written English. – Required
• Good command of another IFRC official language (French) . – Preferred

Competencies, Values and Comments

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.

IFRC ensures equal employment opportunities.

NB: This is a secondment agreement with the Egyptian Red Crescent.