Officer, Administration, Finance and Logistics

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. 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.

The 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.

The Japanese Red Cross Society (JRCS) has been working in Ukraine since April 2022 following the escalation in conflict and established a country office in Lviv in May 2023 and shifted its base to Kyiv in May 2024 with two Delegates to support the Ukrainian Red Cross Society (URCS) in close cooperation with the Red Cross Red Crescent Movement partners including the IFRC and ICRC, and other partner National Societies. The JRCS is integrated in the Delegation of the IFRC in Ukraine.

Her/his key purpose is to provide support to the JRCS C/O in all aspects of the programmatic, technical, administrative support to ensure smooth running of the office and delegation projects. 

This support will cover the areas of program, especially finance management, such as checking the budget and financial reports, collecting documentation for financial reports or recording data, and administrative and logistics related work.

She/he will assist the JRCS team in daily activities in the above-mentioned area and will liaise between the JRCS C/O and URCS.

Programme financial management support (60%)

 This can include (but is not limited to)
o    Support successful implementation of the Ukrainian Red Cross Society (URCS)’ project(s) that the Japanese Red Cross Society (JRCS) financially supports through management and monitoring at all stages of the project cycle, ensuring overall quality by close collaboration with the URCS stakeholders
o    Review the budget and financial reports submitted by the URCS
o    Verify receipts and supporting documentation of the financial reports
o    Review and follow up on project agreements / contracts, regulations and guidelines related to financial administration and ensure that project and finance-related documentation comply with internal regulations, guidelines and general best practices
o    Request the URCS to make the necessary revisions of the financial documents to ensure the quality of the documents before officially submitting them to the JRCS HQs
o    Participate in the relevant meetings
o    Accompany the JRCS delegates in their trips to the field when requested

Administrative support (25%)

o    Support in administrative tasks, such as arrangement of accommodation and travel for JRCS staff, preparation of ICRC FTF when requested
o    Support to keep records of administration and logistical related information including expenses of JRCS C/O
o    Support to check the IFRC SOSC based on the records
o    Support in administrative tasks for the contract of accommodation, vehicle, or obtain/extension of accreditation of JRCS delegates.
o    Support to keep records and manage the JRCS C/O equipment
o    Support in organising meetings and other events or administrative tasks as needed
o    Support to send documents to Japan

Translation/Interpretation (5%)

o    Support the JRCS delegates in communication with program stakeholders acting as a liaison.

•    Others
o    Maintain high level of confidentiality at all levels of work.
o    Any other reasonable tasks requested by the JRCS C/O and within the capacities and scope of the work.

• Relevant university degree in Management
• Holder of a Certified Public Accounting degree with specialized training in related field is an asset
• Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, project management, etc.)

• Experience with an international organisation, INGO, NGO and/or government development agency
• Volunteering or professional experience within the Red Cross / Red Crescent Movement
• Experience in using English as working languages
• Experience in administrative role
• Project related finance administration experience (e.g. Red Cross, NGOs, etc.) 
  * Experience as accountant or accountant assistance is highly welcomed
• Experience in drafting of financial reporting
• Must have a valid professional driver’s license (manual gear) in Ukraine
• Minimum 3 year of driving experience of manual gear vehicle

• Self-supporting in computers - Very good computer skills and command of standard Microsoft office tools, particularly in Excel, Word and PowerPoint
• Good knowledge on program/project management
• Flexibility and ability to travel in the operation’s areas
• Knowledge of traffic rules in Ukraine.

Languages

• Native or bilingual proficiency in Ukrainian
• Proficient spoken and written English

• Ability to pay attention to details
• Solid organisational skills and ability to work under pressure
• Excellent written and oral communication skills, professional phone manner
• Ability to work in an international team and sensitivity to cultural and religious diversity
• Commitment to the Fundamental Principles and values of the Red Cross/Red Crescent Movement