Country Finance Officer
Grade to be confirmed
Closing date (Geneva time zone):05-07-2019
Duty station status: N/A
Accompanied status: N/A
Category of Staff: National Staff
Grade: To be determined
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 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 organization 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 Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional office, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut). The International Federation and Red Crescent Societies of the Red Cross (IFRC) ‘s Southern Africa Country Cluster office is in Pretoria , South Africa and serves ten countries, namely Angola, Botswana, E-Swatini, Lesotho, Malawi, Mozambique, Namibia, South Africa, Zambia and Zimbabwe.
The Danish Red Cross (DRC) International Department is implementing an organisational structure to support the implementation of international programmes / projects moving from a functional and geographical focus (with limited cross organisational cooperation) to a focus on delivering as a united DRC International operation – with a global mindset, strong proximity, expertise, compliance for agility and leadership culture. The International Finance department will be 100% dedicated to supporting the International Department with relevant financial processes, standards, systems and advice aligned with the new organisational structure. The Country Finance Officer will be responsible for ensuring high quality financial management and reporting at county level.
The Country Finance Officer has a technical reporting line to the Africa Regional Finance Manager (RFM) for all functional finance matters (ie, Standard Operating Procedures (SOP), templates, systems etc.) and a line management with a delivery / output reporting line to the Country Manager (CM) for all delivery (output) matters (ie, financial reports, budgets, advice to local DRC management, priority of tasks etc.). The Country Finance Officer position in Danish Red Cross (DRC) forms part of the Country Office. The Country Finance Officer supports the Zimbabwe RC (ZRCS) through the Country Office in ensuring effective and timely financial management in general and of DRC supported programmes in particular. The Country Finance Officer also assists the CM in ensuring effective and timely financial management of the Country Office expenses.
Job Duties and Responsibilities
Financial Management of Projects
Coordinate and assist DRC Country Office / ZRCS in preparing annual and quarterly project budgets and financial reports to the donors and ensure that the donor specific guidelines are adhered to.
Scrutinize DRC country projects financial reports and proactively support the DRC Country team and ZRCS to timely submit complete and compliant reports to the DRC Regional Office in accordance with DRC SOPs.
Support ZRCS in the development of (and adjustments) contracts and agreements, financial reports and budgets and ensure compliance with donor and DRC requirements.
Coordinate with DRC International Finance Officers at DRC HQ, the creation of country-level grants and projects within the DRC accounting system.
Undertake quality control of cash requests and quarterly financial statements submitted by partners through the responsible delegate.
Process the payment of cash requests from National Societies in the DRC payment system
Data processing into AX09 for the reports received from ZRCS.
Prepare and periodically update grant income and expenditure budget for the overall programmes in the country.
Provide input to the financial overviews of the DRC region / country project portfolio and follow up on grants allocated to the DRC region/country.
Under the supervision of the Regional Finance manager (RFM), coordinate with ZRCS the yearly financial and performance audits and unannounced cash counting for programmes in the country, including ZRCS tender process for local auditors, instruct these and ensure that guidelines are followed.
Advise ZRCS on their financial and administrative systems and procedures including on corruption, fraud or misuse of funds.
Support and facilitate, in close coordination with the DRC Region / DRC Zimbabwe Country Team, ZRCS, DRC HQ and partners, the compliant completion/closure of projects and programmes, including, but not limited to, final financial reporting, final external audit, updating of the DRC region / country project and programme portfolio overviews, and recording in the DRC accounting system.
Identify capacity development needs and subsequently suggest, design and assist the DRC Country Team in building the financial management capacity of the National Society, where applicable.
Periodically undertake field visits to provide on-site support and financial management capacity development of ZRCS and, where necessary, also the DRC Country Team.
Country Office financial management
Ensure monthly reporting of Country Office Accounts including bank and cash reconciliations.
Booking of all entries into the DRC accounting system and ensure correct posting of transactions booked on programmes.
Maintain financial records/documentation and an appropriate and efficient financial filing system according to DRC filing guidelines.
Processing DRC Country Office payments and, if applicable, work flow (internal) invoices.
Manage cash flow to Country Office.
Monitor the Country Office Master budget through a monthly or quarterly budget monitoring/reporting process.
Provide inputs to the DRC Country Office budget, follow-up on and revise it as necessary.
Prepare the quarterly Consolidated Financial Program Reports.
Prepare and / or provide input to financial overviews to CM/RMF.
Ensure that delegate(s) monthly time registration are approved by CM and submitted to HQ
Follow-up on time registration on project budgets by staff at DRC HQ and the DRC Regional / Country Office on a monthly basis.
Plan and organise annual audits of Country Office Accounts in coordination with the RFM;
Coordinate the preparation of annual plans of actions to address audit findings following the external audit reports and DRC internal monitoring visit’s recommendations (if any);
Monitor the country grant portfolio by preparing periodically an overview of the grant utilization progress with a projection of expenditures for the rest of the year and advise CM and the program delegates accordingly.
Registration of local grants and assurance of cash pledges to IFRC and ICRC.
Support to CM / Program Delegates
Ensure transfer and accounting in AX09 of Delegates working advances.
Advise on and support the preparation of appropriate and timely financial reporting for delegates and Country Office
Brief and assist Delegates and other staff on financial administration procedures and matters
Advise CM on all matters related to programme and Country Office finances and constantly maintain an overview of the country finance situation.
Administration of Country office
Ensure that Country Office and Delegates apply DRC administrative procedures and policies.
Maintain administrative procedures in the Country Office up to date, including financial filing system.
Responsible for IT management.
Ensure compliance with DRC financial management and administration procedures (SOPs).
Stay abreast of relevant Government rules and regulations relating to financial management, including audit, and inform the DRC regional and country teams accordingly.
Stay abreast of new DRC and/or partner guidelines on financial and administrative matters and inform the DRC regional and country teams accordingly.
Provide backup for other DRC Country Office staff, if applicable.
Provide suggestions and inputs to the continuous development of the financial administration procedures, routines, and processes at all DRC levels, e.g. by suggesting revisions of SOPs.
Perform any other task assigned by the CM and/or RFM
The Country Finance Officer will participate in relevant internal meetings, development forums, workshops, courses etc. on the request of the CM.
Contribute to efficient communication and coordination between DRC Head Quarters, the Regional Office, Country Office, Delegates and ZRCS on financial matters.
Monitor and report on any suspecions of corruption, fraud or misuse of funds to CM, RFM and/or to email@example.com
• Professional/academic qualification in finance or accounting (min. degree in commerce)
• Relevant experience of minimum 3 years in finance management and programming.
• Experience in preparing budgets, cash flow statements and financial plans
• Experience in preparing financial reports
• Experience from the Red Cross/Red Crescent Movement.
• Experience of managing and supporting staff.
• Experience in working in a multicultural environment.
• Experience from working in development and emergency environments.
• Skills in training and developing staff.
Knowledge, skills and languages
• Full proficiency in Microsoft Office and advanced proficiency in excel is a prerequisite
• Excellent communication, planning, facilitation and coordination skills.
• Ability to monitor budgets and plans
• Knowledge and experience of accounting software packages
• Fluency in English speaking and writing is a requirement.
• Good analytical skills
• Good cultural understanding and the ability to build confidence of partners in a challenging multicultural environment
• Excellent networking and facilitation skills
• Ability to work under pressure and respond to deadlines
• Organised and self-starter in prioritizing work load.
• Accuracy and fine attention to details.
• Ability to assume responsibility.
• Willingness to work away from home and participate in field visits
• Readiness to work flexible hours.
Competencies and values
Strong team player.
Tact and diplomacy.
Honest and reliable.
Dynamic and proactive.