IFRC recruits 01 Finance and Admin Delegate

IFRC recruits 01 Finance and Admin Delegate

The International Federation of Red Cross and Red Crescent Societies (IFRC)

Guinea

Finance and Admin Delegate, Guinea
Closing date (Geneva time zone):14-04-2021Duty station:GuineaCountry:GUINEADuty station status: Non Family Duty StationAccompanied status: Non-AccompaniedDuration:6 monthsCategory of Staff: DelegateGrade: C1Vacancy No:IFRC05018
BackgroundThe 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.
Organizational ContextThe International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-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 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. The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. The first confirmed case of EVD was reported in Guinea on 14 February 2021, with the origins of the outbreak unknown, and probable cases dating back to at least January. Six of the first seven known cases (17 as of 28 February 2021) were reportedly within the same family who attended the burial ceremony of a nurse from Gouécké health centre. The nurse died on 28 January 2021 and was buried on 1 February 2021. Of the seven cases, four are men and three are women (aged 25 and over), with three deaths (2 women and 1 man). The outbreak is currently centred in Gouécké community in the N’Zérékoré prefecture in Guinée Forrestière Region. Gouécké is one of ten subprefectures that make up N’Zérékoré prefecture. It is located 42 kilometres from central N’Zérékoré with a total population of approximately 23,458 inhabitants in 3,364 households. The Ministry of Health authorities were informed by the N’Zérékoré Prefectural Health Directorate that they had detected suspected cases of Ebola with symptoms consisting of diarrhea, vomiting, and bleeding in people who participated in the burial of a nurse at the Goueké health centre. The Finance and Admin Delegate will be based in Conakry, with possibility to travel in Guinea countrywide.
Job PurposeThe Finance and Administration Delegate is a financial manager who is responsible, under the overall control of the Operations Manager EVD Guinea, for the funds, budget, administration, contractual matters and insurance of the Country Delegation of Guinea, as well as for training and advising the National Societies in financial and administrative matters.
Reporting to the Operations Manager EVD Guinea, the Finance and Administration Delegate will provide support for the supervision of  the Finance team, and Administration Units for an efficient support system in the Guinea country delegation.
In addition to the accounting services, the post holder will provide a general support and advice to programme managers on all programme related financial issues from the budgeting to the final evaluation of the country delegation and also provide efficient finance management.
The Finance and Administration Delegate will closely work with the Programme Delegate and NS counterpart ensuring monitoring and financial control of the Federation funded programmes and project:
Oversees the operating budget process for the country/operation, leads the provision of accounting services, ensuring financial control, financial reporting, budgeting and analysis, financial systems and business processes, risk management, treasury management and training.Supports the Operations Manager with the timely execution of project funding agreements with the relevant National Society with a view to enabling timely programme and operational implementation.Ensures that programme and operational risk assessments and management frameworks address major areas of financial risk, including regulatory risk.Conducts the training in finance of programme managers as well as new project and appeal managers, including briefing of new staff.Supports the National Society in strengthening its internal control environments, while finding constructive ways to collaborate, enabling humanitarian programmes and operations while meeting accountability standards to donors and other stakeholders.
Job Duties and ResponsibilitiesThe Finance and Administration Delegate will provide support for the supervision, monitoring and evaluation of the finance team in Conakry and in the rest of the locations of Guinea Country Delegation She/he will ensure that the Financial Management, systems, controls, rules, mechanism and procedures are respected in the Country Delegation of Guinea as well as ensure alignment with International Federation guidelines and policies and provide advice in the use and benefit of international accounting standards The Finance and Administration Delegate will coordinate the budget preparation among operation coordinators and finance staff:– Lead the budget revisions and advise on their realism, consistency, and compliance
– Provide quality technical advice to the project managers and operation coordinators in the revision of their budgets
– Develop tools that facilitate the work to gather the financial data and prepare the budgets
– Provide guidance in terms of trends analysis to give better estimations for the budgets
– Review and validate the finance section of funding proposals to ensure that it includes all the associated costs and therefore the IFRC is fully recovering all the costs
– Monitor the level of implementation of the budgets and provide feedback to the management team
Monitor the budget of the delegation and ensure accurate accounting, authorisation & internal control procedures. Investigate and address significant variancesMonitor and advice the country team in budgeting of the appeals and all the emergency operationSupervise budget executionCompile accurate, regular, and timely financial and narrative reports, review and approve the finance sections of funding proposals for Office and donors or Geneva, ensure Field Returns are complete and supported by appropriate papers and in collaboration with the PMER Delegate, ensure that the country office provide a good quality reporting on time Support the Operations Manager to develop, strengthen and improve the Financial Management structures, capacities, procedures and systems of the National Societies. The specific duties are:- Manage the funds and financial assets of the country office, under the overall direction of the Head of the country Delegation. This will include cash flow and cost control management as well as the management of the payments, cashier, bank signatory and payroll functions
– Advise the Operations Manager and other staff on financial and administrative matters
– Coordinate the compilation of the representations budget and financial plan, under the direction of the Head of the Country Delegation, using budgets prepared by project managers
– Train, support and advice delegates in financial and administrative matters
– Train, support and advice the National Society in the development of its financial and administrative systems
– Coordinate the purchase and the customs clearance of goods
Draft, negotiate and control the issuing of contracts on behalf of the delegation, with the advice of local lawyers
The Finance and Administration Delegate will coordinate and supervise in collaboration with the HR Assistant:- The management, recruitment, advisement, support, and training of the locally hired financial, administrative and support staff in Conakry and filed when required
– The arrangement for their remuneration
The Finance and Administration Delegate will ensure that the HR and Administrative Management, systems, controls, rules, mechanism, and procedures are respected in the Country Delegation of Guinea.
The Finance and Administration Delegate will coordinate and supervise the administration of:- The accommodation, vehicle allocation and fleet management in collaboration with the Logistic Assistant
– Per diem arrangements for delegates and visitors in collaboration with Finance team and HR Assistant
– Visas and travel arrangements for delegates and visitors in collaboration with the HR Assistant
Maintain accurate registers of the assets and property of the delegation and ensure that accurate office systems are in place and maintainedArrange insurance for the staff and the property of the delegation as well as for programme goods and activities in collaboration with the HR Assistant Manage and advise upon the computer and related office equipment in the delegation in collaboration with the Logistic and IS assistants Audit and risk management- Implement corrective actions to manage financial risks for the Country Delegation’s Budgets
– Oversee audit processes by preparing for, facilitating, and ensuring smooth processes
– Provide direct input to these reviews and clarify queries at source
– Provide feedback on formal basis for management input to the final documents
– Follow up on outstanding issues
– Ensure audit recommendations are implemented
Internal control – Safeguard and optimize the use of financial resources trough an appropriate internal control environment, with an emphasis on:- Finance and accounting policies and procedures
– Effective budgetary control
– Effective oversight of bank and cash portfolio.
– Pursue from contractual agreements to practical implementation of the financial procedures to ensure satisfaction in terms of proper financial control
– Track monitor and control financial commitments
– Coordinate with the RFAU the development and implementation of adequate policies for the treasury and cash management
– Monitoring of the items in the balance sheet to ensure all of them are reconciled, properly booked and there are no dormant balances
– Monitoring of the closing of the month to ensure that the accounting is accurate and update. It includes that the finance staff are meeting the deadlines to close the accounting as per the global timetable
Education
RequiredBasic Delegates Training Course and/or in-depth knowledge of the Red Cross Movement
Relevant university degreeProfessional/academic qualification in finance or accounting
Experience
Required3+ Years experience of managing and supporting staff.
Experience of working for the Red Cross/Red Crescent5+ Years professional work experience in finance and Administration roleExperience of preparing budgets, cash flow statements & financial plansExperience of writing narrative & financial reports
PreferredExperience of working in West or Central Africa
Experience of working for a humanitarian organisation in a developing countryExperience of working with Federation accounting systemsExperience of commercial & contractual systemsKnowledge, skills and languages
RequiredAdvanced skills in computer (Windows, spreadsheets, word-processing and accounting packages)Knowledge and experience of CODAKnowledge of and ability to use manual accounting systemsValid international driving licence (manual gears)Skills in training and developing staffFluently spoken and written English and French
Competencies and valuesValues: Respect for diversity; Integrity; Professionalism; AccountabilityCore competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trustFunctional competencies: Strategic orientation; Building alliances; Leadership; Empowering others
Comments
The Federation is an equal opportunity employer.POSTULER