Finance and Admin Delegate – Morocco Earthquake

International Federation of Red Cross And Red Crescent Societies

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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.” 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 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 offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

This position is part of the Morocco Earthquake Response Operation’s Finance and Administration Unit located in Rabat.

Job Purpose

The Finance and Administration Delegate is accountable for effectively managing a team of professionals within the finance function at the delegation. The incumbent will implement the IFRC financial policies, procedures, guidelines, and processes, International Financial Reporting Standards (IFRS), and providing quality service, advice, and support to relevant stakeholders. The role is responsible to provide efficient and effective services in accounting, finance, and treasury management at the regional office.

JOB DUTIES AND RESPONSIBILITIES

Financial Policies and Procedures

  • Have a deep understanding of, and provide support and guidance on IFRC’s financial procedures.
  • Advise programme staff in the appropriate interpretation of the financial policies or procedures.
  • Provide feedback to his/her line manager of improvements in policies, processes, or procedures.

Financial Management and Controllership

  • Manage the funds and financial assets of the delegation under the overall direction of the Head of the Country Delegation and oversight of the Regional Head of Finance and Administration.
  • Support project managers in the preparation and monitoring of operating budgets.
  • Manage the Budgeting Cycle (Funding requirements, Operating Budgets and Project Expenditure Approval Requests).
  • Provide advice to managers on financial matters (e.g., budgeting, financial analysis, etc.).
  • Manage the day-to-day processing of transactions in accordance with established policies, and procedures.
  • Supervise the treasury management and the provision of accounting services.
  • Perform the month-end financial close process within the established deadlines.
  • Provide expertise and advice on project financial management.

Financial reporting

  • Perform a periodic review of the transactions posted to the projects to ensure the accuracy of the transactions.
  • Monitor the donor reports list to submit the donor reports before the due dates.
  • Verify that the transactions have been processed as per the IFRS and IFRC policies and procedures, and donor requirements.
  • Submit the financial reports free of errors or omissions to the Senior Finance Analyst for final validation.
  • Be prepared to provide information about the status of the financial reports during the monthly meetings.
  • Prepare income or expenditure reallocations to ensure that the reports can be send to the donor with accuracy.
  • In close collaboration with the regional Strategic Partnerships and Resource Mobilization (SPRM) and Planning, Monitoring, Evaluation and Reporting (PMER) teams, monitor the pledge/appeal implementation rate, control the compliance with donors’ requirement and support the timely production of accurate pledge/appeal financial reports.

Budget and Outlooks

  • Provide technical support and advice to the project managers, programme staff or National Society Staff during the preparation and/or revision of budgets or ceilings.
  • Provide analysis of actual expenditures vs. budgets with its respective comments of the variances (if there is any) and recommendations.
  • Monitor the level of implementation of the budgets and contributions / donations and provide feedback to the respective project or appeal managers.
  • Prepare outlooks to share with the appeal or project managers.

Validation of transactions

  • Ensure that all transactions related to his/her portfolio are validated following the policies, and procedures.

Job Duties and Responsibilities

  • Ensure all accounting transactions are properly authorized and supported by valid supporting documentation.
  • Provide feedback to the project managers when findings have been identified.
  • Follow up with the project manager or unit staff that the forecasts, journal of expenditures, expense claims and other documents are presented correctly within the established deadlines.
  • Provide analytical information of the status of the transfers or working advances of National Societies

Treasury management

  • Provide support to cash-based initiative (if needed).
  • Monitor the timely transfers of funds to National Societies, and payment to suppliers.
  • Prepare and submit the cash request analysis monthly to the Senior Finance Analyst.
  • Ensure that there are sufficient financial resources in the bank accounts, petty cash, and emergency fund.
  • Ensure there is an appropriate segregation of duties within the treasury function.
  • Ensure that the treasurer process timely payments.
  • Provide advice to minimize the risk of foreign exchange losses.
  • Ensure timely reporting and invoicing to member National Societies, if applicable
  • Update the delegation’s treasury policies.

Financial Analysis

  • Assist the operations/project manager and unit staff in the accurate interpretation of the financial analysis of the projects.
  • Prepare ad-hoc financial analysis as per demand.
  • Gather the information for the preparation of the monthly management report (if necessary).
  • Present recommendations, highlight risks, opportunities, or identify areas of improvement.
  • Monitoring of Key Performance Financial Indicators to ensure that there is an adequate support for a sound project financial management.
  • Analyse the material budget variances, expenditures above budget, or deficits with the aim to propose corrective actions.

Risk Management

  • Keep informed the relevant stakeholders of the level of financial risks.
  • Provide feedback to update the risk register at the Regional Delegation
  • Follow up on the implementation of the mitigation’s actions identified in the risk registers related to the finance function and ensuring compliance within the due dates.
  • Provide advice about how to manage or treat financial risks.

Internal Controls

  • Ensure that a rigorous internal control environment is maintained, including proper segregation of duties.
  • Ensure that all spending is within the approved operating budgets or ceilings.
  • Ensure that all spending complies with the IFRC policies.
  • Improve the existing processes and establish adequate internal controls.

Audit or Evaluations

  • Provide direct input to these reviews, clarify queries, and follow up on outstanding matters.
  • Follow up on all the recommendations and ensure the timely implementation.

Effective managing and development of staff

  • Build and maintain a structure that delivers quality services to all the related stakeholders.
  • Improve the knowledge and skills of the unit staff periodically (e.g., training, coaching)
  • Develop a culture of problem-solving mindset, accountability, and integrity among the team members.
  • Facilitate the deployment of staff to missions to provide support to others and to enhance their experiences.
  • Ensure that the Regional Finance Unit staff delivers their tasks timely and meeting the expected quality and budget.
  • Recruit, supervise, train and coach the finance team members on finance matters.
  • Pursue the professional growth of the staff (e.g., delegate positions)

Job Duties and Responsibilities (continued)

Relationships with other stakeholders

  • Liaise with project managers and unit staff to provide effective services to contribute to the achievements of the plan and budget.
  • 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 Finance Officers to get support to accomplish the tasks and overall objectives and keep her/him informed about progress or challenges.
  • Liaise with the Head of Finance and Administration to highlight urgent matters, provide solutions, and ensure compliance with the IFRC policies, procedures, and processes as well as with the IFRS.
  • Support auditors in terms of clarification or providing supporting documentation.
  • Liaise with the Risk Management Delegate to monitor the identification of risks, classification, and implementation of mitigation actions (when necessary)
  • Liaise with the member National Societies on financial related matters.
  • Conduct briefing and debriefings with unit staff.

National Society Development

  • Advise, support, and train the National Societies staff.
  • Conduct ad-hoc training/workshops to National Societies staff in finance related matters.
  • Coordinate the development and implementation of costing policies.

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 (fed budget).
  • Explain to each project manager of the related function the results of the analysis.
  • Ensure that the appropriate bookings are taking place monthly.
  • Coordinate revisions when it is required.
  • Provide interpretation of the SOSC management report to the project manager.
  • Provide advice on how to achieve value for money.

Balance Sheet items review and reconciliations.

  • Ensure there is a timely validation of the transactions.
  • Ensure that the finance officers provide reconciled account statements of the outstanding balances of staff and National Societies.
  • Ensure that other balance sheet items are reconciled (e.g., prepayments, guarantee deposits, supplier balances, etc.).

Month end close routines.

  • This post will be responsible to supervise that all the routines related for the closing of the month have been successfully run.
  • This post is responsible for the completion of the month-end close routines within the deadlines.
  • This position will conduct the preparation of the required checklists and review of the exception reports.

Administration Functions

  • Develop and maintain clear and efficient Country Office administrative procedures.
  • Provide overall supervision to the Country Office Support staff.
  • Ensure the timely provision of administrative services to IFRC delegates (both in the office and at the residencies) and to national staff when requested.
  • Ensure the timely provision of administrative services to PNS as required under Integration or Service Agreements, if applicable.
  • Coordinate and manage effective information management systems, including filing (electronic and hard copy), library resources, guidelines / policies, databases, and correspondence.
  • Ensure effective management of all contracts, agreements, MOUs, and other legal documents.
  • Provide back up support in case of long-term vacancies, absence, or illness to ensure business continuity.
  • Be prepared to assist during emergency operations.

Education

  • A university or professional school degree in an accounting or finance related area. – Required
  • Qualification in business administration or auditing. – Preferred

Experience

  • At least 5 years of professional experience in a finance or accounting department. – Required
  • Min. 2 years of field experience in a humanitarian organisation. – Preferred
  • Effectively managing and supporting staff. – Required
  • Red Cross / Red Crescent movement, other international organization, large NGOs, and governmental development agencies. – Preferred
  • Working in a change management situation, as an active participant in that change. – Preferred

Knowledge, Skills and Languages

  • 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
  • Time Management Skills. – Required
  • Skills in training and developing staff. – Preferred
  • Writing skills (i.e., able to write reports, policy, procedures, guidelines, etc.). – Required
  • Organization and coordination skills (i.e., able to organize and delegate tasks). – Required
  • Supervisory and coaching skills (i.e., able to identify areas of improvement and collective well-functioning). – Required
  • Fluent spoken and written French or Arabic. – Required
  • Good command of English. – Required

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 provides equal employment opportunities.

How to apply

Kindly access the link below to apply for the position:

https://www.ifrc.org/jobs/details.html?nPostingId=11638&nPostingTargetId=126306&id=PZ8FK026203F3VBQB79LO79OB&LG=UK&languageSelect=UK&mask=newtempconfig

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