Officer, Corporate Services

The IFRC Country Cluster Delegation, Dakar, Senegal officecovers 4 countries, namely Cap Verde, Gambia, Mauritania, Senegal. The Corporate Services Unitcomprises Human Resources, Finance & Administration, Information Technologies (IT) and Logistics. All units work closely to provide efficient support services based on IFRC quality standards, competitive cost and time criteria to various stakeholders at all levels in the Country Cluster Delegation such as all programme teams, Partner National Societies (PNS) including those under the IFRC integration agreement, and National Societies (NS) within the cluster.

Reporting to the Manager, Corporate Services this position will provide Administration, Finance and Human Resources services within the Country Cluster Delegation Office and will guarantee services delivery, ensuring trust and accountability with zero tolerance to fraud and corruption.

Administration

Working closely with the Manager, Corporate Services, the incumbent will ensure that effective and efficient administrative services are provided to users/stakeholders of the Country Cluster Office.

• Ensure all requested administrative services are provided to users/stakeholders including Integrated Partner National Societies (PNSs)
• Ensure effective confidential management of all contracts, agreements, MOUs and other legal documents
• Ensure the management, maintenance, and cleanliness of IFRC buildings
• Support local and efficient procurement
• Support for provision of accommodation and visas for international staff/visitors
• Support the preparation of conferences, trainings, and meetings.
• Support management and administration of agreements and maintain efficient filing system.

FINANCE:

Financial Management

• Provide accounting services; ensuring financial transactions are recorded in appropriate journals and posted weekly into financial system (CODA) to allow timely month-end financial closure process;
• Ensure that IFRC internal control is maintained and that transactions are valid and comply with the IFRC procedures.
• Receive supplier invoices and verify proper documentation submitted, verify coding and accuracy, and seek budget holders’ approval, thereafter, make timely payments to the suppliers.
• Perform monthly review of the Balance sheets warning; proceed with reconciliation of IFRC Accounts Payable and Accounts Receivable (Working Advances to staff and National Societies).
• Ensure monthly invoicing of the services to the Integrated Partner National Societies and closely monitor any discrepancies.
• Prepare and regularly update contracts and commitments documents and ensure all contractual obligations for payments are honored and any discrepancies are reported to Manager, Corporate Services.
• Supervise the reimbursable costs, analyze the trend, and provide appropriate advice and support to Manager, Corporate Services.
• Ensure the management of an efficient filing system with high level of confidentiality.
• Ensure submission of financial statements, reconcile, and provide explanation of balance sheet items monthly.
• Run monthly exception reports to support the account closing routine.
• Coordinate and work with the National Societies to get financial reports according to IFRC standards.

Treasury

• Effectively manage funds available for programmes and operations consistent with organizational policies and help monitor field bank account balances to minimize risk of loss
• Manage cash and bank payments and process per IFRC procedures and maintain monthly up-to-date reconciliations.
• Monitor timely submission of forecasts by project managers and prepare accurate and timely cash requests;
• Ensure timely reporting and submission of draft invoices; including establishment of signed Integration Agreements.

Financial Advice and Support

• Support quarterly budgets preparation and review of Shared Office and Services Cost (SOSC).
• Monitor all financial activities and advise any potential or negative impacts on internal controls or financial management performance.
• Maintain up-to date knowledge and implement national government requirements and regulations related to in-country financial procedures.
• Provide basic training, technical support, and guidance to NSs, programme staff, partners, and budget holders in budget preparation, monitoring, reporting, and internal control.
• Inform Manager, Corporate Services on any financial anomalies, fraud and corruption and support on implementation of audit recommendations

HUMAN RESOURCES

• Support the development and application of National staff regulations in line with local labour laws and ensuring that all staff respect working hours and IFRC procedures.
• Promote the IFRC competency framework for recruitment and deployments.
• Liaise with local lawyers when so required, for risk management and to minimize potential legal liabilities linked to HR management.

Recruitment:

• Oversee a transparent and consistent recruitment system for the selection of international, national staff and consultants based on needs assessment, Job Description/ToR and competency frameworks
• Regularly liaise with Africa Regional office for all staff issues e.g. planning, recruitment, selection, paperwork, welfare, personal health, evaluations, performance management.
• Provide proper budgeting support for recruitment of staff members
• Ensure briefing/debriefing schedule of all incoming and outgoing staff;
• Monitor contract periods and process extensions or replacements as required.
• Support NS Human Resources counterparts on capacity enhancement, knowledge sharing and implementation of IFRC HR best practices.

Workforce Management of HR:

• Prepare and issue approved offers, contracts, extensions, work certificates to staff.
• Maintain complete and confidential staff filing
• Serve as the focal point for all IFRC personnel for HR matters
• Liaise with line managers to ensure that Job Descriptions / ToR for all IFRC personnel are regularly updated.
• Provide timely and quality reporting for management purpose.
• Provide training to all staff members on the HR System (D365HR)
• Maintain & update information on D365HR
• Liaise with HR Colleagues in Region and Geneva to produce HR reports and prepare all necessary metrics for Country cluster delegation.

Payroll and Insurance Management:

• Prepare accurate and timely monthly payroll in line with all applicable laws and ensure highest confidentiality
• Provide monthly payslips and annual salary certificate to staff members as required.
• Provide all relevant document on compensation and benefits, documentation on tax withholdings on payments to staff members to support staff file individual tax assessments.
• Contribute to staff welfare plans such as insurance schemes and plans for National Staff.
• Ensure proper termination benefit calculation is done as per local labour laws to ensure provisioning is made in the financial system.

Staff performance and development:

• Ensure performance appraisals and objective settings are completed & organize trainings and refreshers as needed.
• Follow up and implement development plans for staff.
• Ensure staff are familiar with IFRC policies and have completed mandatory trainings
• Support staff training and capacity development opportunities .

Working environment:

• Nurture a working environment which enables effective performance and compliance of IFRC set standards of conduct and discipline.
• Advise and support line managers on the management of any misconduct, the disciplinary process, and other forms of grievances.
• In consultation with Manager, Corporate Services and Head of Country Cluster Delegation, liaise with administration colleagues for team building activities.

EDUCATION

University degree in Finance, Audit, HR or any other relevant fields plus knowledge of accounting software.

EXPERIENCE

• Minimum 5 years in finance/accountancy and HR management experience in an organisation, company, or audit firm
• Administration experience
• Familiar with at least one accounting and reporting software
• Familiar with HR software
• Good knowledge of International Accounting Standards and Senegalese Labour Law
• Experience handling confidential information and employee relations matters
• Working experience in humanitarian environment
• Excellent practical knowledge of computers (Windows, spreadsheets, word-processing, accounting, applications, e-mail, Internet)

KNOWLEDGE, SKILLS AND LANGUAGES

• Proven bookkeeping and accounting skills, including payroll, payables budgeting & forecasting
• Skills in training, mentoring, and developing staff
• Confident and persuasive with the ability to communicate with internal employees and external associates on all levels
• Strong master of MS Office components.
• Ability to work under pressure
• Flexible and adaptable to changing working conditions
• Willing and able to travel whenever required for work purposes
• Experience in Systems Analysis and Development
• Fluent spoken and written French and English

COMPETENCIES AND VALUES

Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust, Professional mastery; Results focus and accountability; Integrity; Diversity