Coordinator, Finance and Administration

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.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

The IFRC Regional Office for Middle East and North Africa (MENA) based in Beirut supports 17 National Red Cross and Red Crescent Societies’ efforts to implement the humanitarian mission responding to both man-made and natural hazards and to become effective contributors to the work of the International Red Cross and Red Crescent Movement. The regional office’s support for National Societies has also increasingly focused on capacity building for effective service delivery.

The National Red Cross and Red Crescent Societies of the Middle East and North Africa region are striving to advance the shared agenda of serving humanity in the common mission of improving the lives and livelihoods of the most vulnerable people. Fundamentally, the mission focuses on alleviating human suffering often caused by disasters, diseases, and other factors that increase exposure to risks in various ways.

The Egypt Delegation at IFRC is supporting the implementation of Middle East Crises Appeal and the Sudan Movement Population.

Job Purpose

The Finance and Administration Coordinator will provide direction on all aspects of financial management and administration to the Country Delegation.

The incumbent will perform income analysis and ensure implementation as per donor requirements. The Coordinator will monitor available resources to deliver the program needs, oversee budgeting and planning, financial reporting, risk management and accountability.

In addition to the accounting and administration services, the post holder will provide general support and advice to programme managers on all programme-related financial and administration issues, from the budgeting to the final evaluation of the program, as well as efficient and effective financial management.

The role holder will provide training and support to relevant stakeholders to ensure rigorous internal control environment in compliance with standard operating procedures and key performance indicators.

The Finance and Administration Coordinator’s advisory role extends to NSs on matters relating to business improvement, cost efficiency, control improvement, financial management, financial reporting, and financial sustainability.

Job duties and responsibilities

Risk Management, Internal Controls and Regulatory Compliance
• Participate in the design, development and dissemination of policies, processes and procedures.
• Oversee the application of finance and administration policies, processes, and procedures.
• Initiate policy, process and procedural review with a view to maintaining a sound internal control environment while creating an enabling environment for the program.
• Ensure that a rigorous internal control environment is maintained, including:
o maintain proper segregation of duties in the program offices;
o ensure bank signatories reflect authorized segregation of duties and that bank signatories are aware of and abide by their responsibilities and authorities;
o manage financial system access capabilities and rights;
o review, advise, validate and approve all contracts for compliance and financial risk;
o ensure that a financial risk assessment is conducted for project proposals;
o advise on risks which may have operational and/or financial consequences, particularly for large-scale humanitarian operations and/or in high-risk contexts; and
o conduct capacity review and risk assessment for all National Societies receiving programme and operational support; and
o implement financial working modalities to manage identified risks and enable operation and programme implementation.
• Monitor for relevant regulatory changes in the program area.
• Continuously ensure regulatory compliance in program areas, particularly as it pertains to banking, taxation and other financial regulations.
• In corporate risk management framework and control mechanism in the operation, and provide training and disseminate the procedure on Fraud and Corruption prevention and control policy.

Programme and Operational Support
• Provide financial risk and management advice and guidance.
• With a view to matrix management, work with Country Operations and Human Resources to ensure the timely deployment of qualified finance and administration professionals in support of the programmes and operations.
• Support the timely development and authorisation of the Operating Budgets, and related expenditure authorisations;
• Work with Country Operations team and program managers to ensure expedited cash transfers in support of programmes and operation.
• Support the Country Operations team and program managers with the timely execution of contracts with National Societies with a view to enabling timely programme and operational implementation.

Job Duties and Responsibilities

• Ensure programme and operational risk assessments and management frameworks address major areas of financial risk, including regulatory risk.
• Guide implementation of the program in compliance with standard operating procedures.
Financial Management and Controllership
• Coordinate the timely/quality preparation of the program budgets.
• Manage the day-to-day processing of transactions in accordance with established procedures.
• Oversee the provision of accounting services.
• Oversee budget review and revision process.
• Lead the month-end financial close process for the Program in compliance with policies and procedures.
• Lead the year-end financial close process for the Program ensuring timeliness and accurate closing of accounts in compliance with International Financial Reporting Standards.

Financial Reporting
• Prepare timely quarterly and ad hoc financial reports for management purposes.
• Review and approve donor financial reports, on an ad hoc, as required basis ensuring quality and compliance.
• Provide clear oral reports to internal and external stakeholders with a view to enabling understanding and decision-making.

Treasury Management
• Effectively manage the funds available for the program consistent with organizational policies and with a view to minimizing risk of loss.
• Maintain awareness of regulatory/sanction environment and ensure compliance.
• Monitor field bank account balances and ensure monthly bank reconciliations are completed in a timely manner.
• Review and submit accurate and timely cash requests for the program ensuring sufficient cash flow to the program.
• Ensure timely reporting/invoicing and collection of receivables.
• Manage bank account balances to minimize foreign exchange volatility on cash held for the program.
National Society Development
• As subject-matter expert, support the affected NS(s)’ development in matters of expertise (Record keeping, accounting, financial reporting, financial management, etc.), including:
o Support NS(s) with assessment of their capacities (in coordination with Country Offices and Regional Finance teams);
o Lead in the identification and agreement with NS(s) on areas for relevant direct support;
o Provide expert advice on key policies, procedures and processes;
o Conduct and coordinate training on financial and administration management matters
o Share relevant information on international standards and norms, good practice, etc. in key areas of financial management and accountability;
o Introduce NS leadership to external partners who may support the development of the NS;
o Promoting peer-to-peer support with a view to the development of NS(s) in the Region; and
o Follow-up with NS(s) on the implementation of their plans to develop their capacities.
• Support NS(s) in strengthening their internal control environments, while finding constructive ways to collaborate, enabling humanitarian programmes and operations while meeting accountability standards to donors.
• Follow-up and support NSs in meeting Constitutional financial accountability obligations.
• Raise awareness with NSs in the region of key areas of financial risk, including fraud and guiding NSs to related training and policy guidance.
Advisory
• Provide expert advice to the Operations team and program managers on all financial risk, management, reporting and compliance matters.
• Monitor, and report on key performance indicators and advise Country Senior Management and Program Managers on actions to be taken to improve delivery of the program while minimizing risk of loss (i.e. due to funding gaps and/or potential deficits).

Job Duties and Responsibilities (continued)

• Review Shared Office and Services Costs budgets and expenditure on a quarterly basis and advise Country Senior Management and Program Managers on improvements to ensure cost efficiency and value for money.
• Monitor outstanding pledges, and with a view to matrix management initiate follow-up with Appeal Man
• Review the financial sustainability of the program and advise the Country Senior Management and program managers on office opening and closing in compliance with related policies
Administration
• Ensure effective management, maintenance and compliance of a documented system of administrative policies and procedures for the Delegation and monitor administrative operations of the field office to ensure minimum and consistent standards are applied
• Manage cost-effective general services that enhance productivity, including transportation, accommodation, translation and interpretation, archiving, health and safety, security, welcome service, travel, conferencing, and other ancillary services related to the Operations. This includes the provision of outsourced functions when relevant (e.g. cleaning, gardening, catering, printing and security)
• Ensure that people and activities are adequately insured as per the IFRC regulations and country legal requirements with the support of a local lawyer
• Ensure any insurance claims and/or related incidents are filed in a timely manner to minimize risk of loss
• Supervise the daily management of IFRC buildings, maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management of the Operations 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…) for the Operations 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
• Lead the provision of Administrative supplementary services, including ensuring service standards are maintained

Audit Support
• Ensure timely/quality preparation for all Appeal, donor, and contract audits, as well as annual audits
• Coordinate field-based audits with internal/external auditors and finance management teams
• Follow-up on implementation of Control Deficiencies/Performance Improvement Observations resulting from external and internal audit reports,and provide timely reports of update
• Advise internal auditors on areas that deserve focus due to high risk. In support of the implementation of internal and external audit recommendations.
General and People Management
• Develop, motivate and set performance objectives for team members in line with broader Program operational objectives and global functional objectives to support a culture of continuous improvement and high-quality service delivery to National Societies and internal clients
• Plan, manage and monitor available resources (people, budgets, equipment, etc.) to deliver agreed activities for the Finance and Administration team in the Program area
• Provide/coordinate briefings and training on financial and administration management matters for internal stakeholders including at Geneva, Regional, Country and Operations
• Recruit, train and supervise finance and administration staff across the Program area to ensure tasks and functions are completed in timely and efficient manner, within acceptable levels of quality and costs
• Focus the Finance and Administration Team to ensure alignment of the functions with priorities and objectives
• Ensure the appropriate organisational structure and train, support and advise staff on financial matters. Be actively involved in succession planning and in ensuring match of skills and experience to positions requirements.

Education

• Relevant university degree (Master’s in Business Administration or equivalent) Required
• Professional qualification in accounting (Chartered accountant, CPA or equivalent) Required

Experience

• Minimum 7-8 years of relevant professional experience Required
• Minimum 5 years of professional experience in finance and administration management position Required
• Minimum 2 years of work experience with an International Organisation, international non-governmental organization, NGO and/or government development agency Preferred
• Experience working with the International Red Cross / Red Crescent Movement Preferred
• Experience in Team Management and remote support Required
• Experience in plan and budget, financial analysis & statements, reporting and treasury management, external financial audit. Required
• Experience working in multicultural environment Required

Knowledge, Skills and Languages

Knowledge and Skills

• Demonstrated management skills, service minded, ability to lead, delegate and manage Required
• Result-oriented, ability to lead transitions within a matrix management structure Required
• Proven good judgment and ability to work with complete integrity and confidentiality, acting as a model of highest integrity in personal capacity and at team level. Required
• High degree of discretion, tact and sensitivity with internal and external stakeholders Required
• Good ability in representation, negotiation, networking and communication Required
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook) Required
• Advanced knowledge of accounting concepts Required
• Professional credibility, able to work effectively at all levels across the organisation Required
• Knowledge of International Financial Reporting Standards or equivalent Required
• Advanced knowledge of financial management and reporting applications (e.g. CODA and Business Objects) Required
• Understanding of internal control and treasury management concepts Required
• Ability to effectively provide training on finance and administration management matters, contributing to a learning culture, sharing knowledge and engaging partners Required
• Ability to work within a multi-cultural, multilingual, multidisciplinary environment Required

Languages

• Fluent spoken and written English
• Good command of another IFRC official language (French, Spanish or Arabic)

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.
• Managerial competencies: Managing Performance, Managing Staff Development
• Functional competencies: Strategic Orientation, Building Alliances, Leadership, Empowering Others

IFRC ensures equal employment opportunities!