IFRC recruits 01 Officer, Corporate Services
The International Federation of Red Cross and Red Crescent Societies (IFRC)
Officer, Corporate Services
Finance, Human Resources and Administration
Posting Start Date:29-Aug-2022
Duty Station:Sahel Country Cluster, Dakar
Duty Station Status:N/A
The 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.
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.
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 delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
The Country Cluster Delegation, Dakar, Senegal office covers 4 countries, namely Cap Verde, Gambia, Mauritania, Senegal. The Corporate Services Unit comprises Human Resources, Finance & Administration, Information Technologies (IT) and Logistics. All units work closely to provide efficient support services based on IFRC quality standards, competitive cost and time criteria to various stakeholders at all levels in the Country Cluster Delegation such as all programme teams, Partner National Societies (PNS) including those under the IFRC integration agreement, and National Societies (NS) within the cluster.
Reporting to the Manager, Corporate Services this position will provide Administration, Finance and Human Resources services within the Country Cluster Delegation Office and will guarantee services delivery, ensuring trust and accountability with zero tolerance to fraud and corruption.
Job Duties and Responsibilities
Working closely with the Manager, Corporate Services, the incumbent will ensure that effective and efficient administrative services are provided to users/stakeholders of the Country Cluster Office.
Ensure all requested administrative services are provided to users/stakeholders including Integrated Partner National Societies (PNSs)
Ensure effective confidential management of all contracts, agreements, MOUs and other legal documents
Ensure the management, maintenance, and cleanliness of IFRC buildings
Support local and efficient procurement
Support for provision of accommodation and visas for international staff/visitors
Support the preparation of conferences, trainings, and meetings.
Support management and administration of agreements and maintain efficient filing system.
Provide accounting services; ensuring financial transactions are recorded in appropriate journals and posted weekly into financial system (CODA) to allow timely month-end financial closure process;
Ensure that IFRC internal control is maintained and that transactions are valid and comply with the IFRC procedures.
Receive supplier invoices and verify proper documentation submitted, verify coding and accuracy, and seek budget holders’ approval, thereafter, make timely payments to the suppliers.
Perform monthly review of the Balance sheets warning; proceed with reconciliation of IFRC Accounts Payable and Accounts Receivable (Working Advances to staff and National Societies).
Ensure monthly invoicing of the services to the Integrated Partner National Societies and closely monitor any discrepancies.
Prepare and regularly update contracts and commitments documents and ensure all contractual obligations for payments are honored and any discrepancies are reported to Manager, Corporate Services.
Supervise the reimbursable costs, analyze the trend, and provide appropriate advice and support to Manager, Corporate Services.
Ensure the management of an efficient filing system with high level of confidentiality.
Ensure submission of financial statements, reconcile, and provide explanation of balance sheet items monthly.
Run monthly exception reports to support the account closing routine.
Coordinate and work with the National Societies to get financial reports according to IFRC standards.
Effectively manage funds available for programmes and operations consistent with organizational policies and help monitor field bank account balances to minimize risk of loss
Manage cash and bank payments and process per IFRC procedures and maintain monthly up-to-date reconciliations.
Monitor timely submission of forecasts by project managers and prepare accurate and timely cash requests;
Ensure timely reporting and submission of draft invoices; including establishment of signed Integration Agreements.
Financial Advice and Support
Support quarterly budgets preparation and review of Shared Office and Services Cost (SOSC).
Monitor all financial activities and advise any potential or negative impacts on internal controls or financial management performance.
Maintain up-to date knowledge and implement national government requirements and regulations related to in-country financial procedures.
Provide basic training, technical support, and guidance to NSs, programme staff, partners, and budget holders in budget preparation, monitoring, reporting, and internal control.
Job Duties and Responsibilities (continued)
Inform Manager, Corporate Services on any financial anomalies, fraud and corruption and support on implementation of audit recommendations
Support the development and application of National staff regulations in line with local labour laws and ensuring that all staff respect working hours and IFRC procedures.
Promote the IFRC competency framework for recruitment and deployments.
Liaise with local lawyers when so required, for risk management and to minimize potential legal liabilities linked to HR management.
Oversee a transparent and consistent recruitment system for the selection of international, national staff and consultants based on needs assessment, Job Description/ToR and competency frameworks
Regularly liaise with Africa Regional office for all staff issues e.g. planning, recruitment, selection, paperwork, welfare, personal health, evaluations, performance management.
Provide proper budgeting support for recruitment of staff members
Ensure briefing/debriefing schedule of all incoming and outgoing staff;
Monitor contract periods and process extensions or replacements as required.
Support NS Human Resources counterparts on capacity enhancement, knowledge sharing and implementation of IFRC HR best practices.
Workforce Management of HR:
Prepare and issue approved offers, contracts, extensions, work certificates to staff.
Maintain complete and confidential staff filing
Serve as the focal point for all IFRC personnel for HR matters
Liaise with line managers to ensure that Job Descriptions / ToR for all IFRC personnel are regularly updated.
Provide timely and quality reporting for management purpose.
Provide training to all staff members on the HR System (D365HR)
Maintain & update information on D365HR
Liaise with HR Colleagues in Region and Geneva to produce HR reports and prepare all necessary metrics for Country cluster delegation.
Payroll and Insurance Management:
Prepare accurate and timely monthly payroll in line with all applicable laws and ensure highest confidentiality
Provide monthly payslips and annual salary certificate to staff members as required.
Provide all relevant document on compensation and benefits, documentation on tax withholdings on payments to staff members to support staff file individual tax assessments.
Contribute to staff welfare plans such as insurance schemes and plans for National Staff.
Ensure proper termination benefit calculation is done as per local labour laws to ensure provisioning is made in the financial system.
Staff performance and development:
Ensure performance appraisals and objective settings are completed & organize trainings and refreshers as needed.
Follow up and implement development plans for staff.
Ensure staff are familiar with IFRC policies and have completed mandatory trainings
Support staff training and capacity development opportunities .
Nurture a working environment which enables effective performance and compliance of IFRC set standards of conduct and discipline.
Advise and support line managers on the management of any misconduct, the disciplinary process, and other forms of grievances.
In consultation with Manager, Corporate Services and Head of Country Cluster Delegation, liaise with administration colleagues for team building activities.
University degree in Finance, Audit, HR or any other relevant fields plus knowledge of accounting software.
Minimum 5 years in finance/accountancy and HR management experience in an organisation, company, or audit firm
Familiar with at least one accounting and reporting software
Familiar with HR software
Good knowledge of International Accounting Standards and Senegalese Labour Law
Experience handling confidential information and employee relations matters
Working experience in humanitarian environment
Excellent practical knowledge of computers (Windows, spreadsheets, word-processing, accounting, applications, e-mail, Internet)
Knowledge, Skills and Language
Proven bookkeeping and accounting skills, including payroll, payables budgeting & forecasting
Skills in training, mentoring, and developing staff
Confident and persuasive with the ability to communicate with internal employees and external associates on all levels
Strong master of MS Office components.
Ability to work under pressure
Flexible and adaptable to changing working conditions
Willing and able to travel whenever required for work purposes
Experience in Systems Analysis and Development
Fluent spoken and written French and English
Competencies and Values
Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust, Professional mastery; Results focus and accountability; Integrity; Diversity
This is a National Staff position, open to nationals of Senegal and those with work permits for Senegal