Delegate, Finance

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 192 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organisation established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent.
Movement. 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.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency, coordination, and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners.
The IFRC’s Country Office in Democratic Republic of Congo (DRC) is operating in a complex humanitarian environment, with frequent security incidents, requiring caution and close adherence to security policies and procedures. The country office is part of the IFRC regional structure, based in Nairobi, in Africa.
The position is responsible for the provision of quality financial services, quality control assurance, finance capacity building and technical advice.

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. 

In close cooperation with the National Society Finance Director, the  Finance Delegate, under the supervision of the Finance and Administration Coordinator, 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 general support and advice to programme managers on all programme related financial matters to ensure efficient and effective 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 expenditures approval ceiling (PEAR), and no cases of expenses above budget 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-compliance to procedures;
  • Work closely with the Finance & Admin Development delegate to ensure MoU’s and project agreements are in place for all national society working advance, follow up on dormant WA and ensure flow of expenditure clearance from IFRC staff´s’ 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 Office and Finance and Administration Coordinator. 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 Annual and 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 the 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. Track donor balances and ensure appropriate coding of expenses;
  • Address any dormant projects;
  • Act as finance controller to safeguard Federation’s legal obligation and commitments and take logical and financially sound decisions.
  • Manage the Budgeting Cycle (Appeal, Operating Budgets) and ensure the detailed, realistic and achievable budgets are presented for the office;
  • Provide advice to managers on budgetary and financial related 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 within the established due dates;
  • Ensure that Administrative Services are invoiced in a timely manner and that Shared Office & Services Costs (SOSC) fee are recovered as per Costing principles of Full Cost recovery. Track and report on this shortfall in recovery of costs. Accurate calculation needs to be in place for all sub-delegations.
  • Monitor financial key performance financial indicators on a monthly basis and provide advice to managers as to how to improve.
  • Technically Manage a finance admin department of 2-3 Staff ensuring a robust efficient and effective financial infrastructure in compliance with Federation procedures, able to respond to changing requirements, and adapt to new program initiatives.
  • Plan with the Finance coordinator regular monthly field visits (sub-offices) for monitoring services quality control to ensure Finance structure remain functioning and procedures / processes are maintained as per IFRC standard.

Job Duties and Responsibilities (continued)

• Financial Reporting
  • Produce a comprehensive, relevant and useful monthly financial report (both analytical & narrative explanation) for the management, clearly highlighting the financial issues and risks of the operation, any exceptional or other items of relevance for Senior Management.
  • Ensure no negative Key Performance Indicators and all KPIs are met as per project financial management report..
  • 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;
  • Help monitor field bank account balances;
  • Monitor the timely submission of forecasts by the project managers
  • Prepare accurate and timely cash requests;
  • Ensure timely reporting and submission of draft invoices; including establishment of Integration Agreements which are fully signed.
  • 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, 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, 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.
• 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.
  • Ensure surge tool stakeholders such as rapid response team are provided clear guidance on federation financial policies and procedures.
• 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 operations of assignment and seek advice/input/instruction as required;
  • Conduct Programme Managers Finance training for key stakeholders such as appeal and project managers and partners.
  • Provide/coordinate training on financial and administration management matters for various stakeholders as requested/required; and,
  Recruit, train finance and administration staff and plan regular monthly field visits (sub-offices) to ensure functions are completed in timely and efficient manner, within acceptable levels of quality and costs.

Education

• Relevant degree (minimum Bachelor’s degree) or equivalent experience in Finance, financial management accounting
• Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, management, etc.)

Experience

  Required  

• Experience of managing & supporting staff
• Experience of working with Federation accounting systems
• Experience in working in an international environment, preferably with the United
• Nations or similar organization
• Experience of preparing budgets, clash-flow statements & financial plans and
• writing narrative & financial reports
• Experience within the Red Cross and Red Crescent Movement

Knowledge, Skills and Languages

Required

• Basic Delegates Training Course, IMPACT or equivalent knowledge
• Strong organizational skills, methodological and logical approach to tasks and problem solving
• Good presentation, facilitation and note-taking skills
• Ability to organize, analyse and synthesise large amounts of information
• Ability to manage complex and sensitive relationships with partner organisations
• Advanced skills in computers (Windows, Microsoft Excel & Word, accounting packages)

Competencies, Values and Comments

VALUES: Respect for diversity; Integrity; Professionalism; Accountability 

CORE COMPETENCIES: Communication; Collaboration and Teamwork; Judgement and Decision Making; National Societies and Customer Relations; Creativity and Innovation; Building Trust 

FUNCTIONAL COMPETENCIES: Building Alliances; Leadership; Empowering Others