Finance & Administration Regional Officer - Norwegian Red Cross

Job duties and responsibilities

Budgeting 

• Support in the preparation of the office and NS programme and project budgets consistent with plans. 

Accounting 

• Responsible for handling petty cash & preparation of cash related payment after obtaining required supporting documents, verification with approved budget and authorisation signature by the relevant personnel. 
• Prepare cash payment voucher and disburse cash for working advance & perdiem to the requesting staff member after the approval of budget holder and Regional Senior Finance officer. 
• Prepare transaction entry form for bank & cash transactions related to MENA Regional Office. 
• Make entries in accounting software- Agresso for bank transactions in MENA regional office. Daily accounting for the MENA regional office in compliance with the Norwegian Red Cross Operational Manual, including the Finance and Accounting Manual (FAM) and the regulations for financial control. Scan and file accounting documentation in the accounting system.  
• Ensure monthly closure of accounts within required deadlines and the preparation of the office cash request. 
• Implement standardised filing and archiving system for the Region and/ country Offices while promoting adherence to the same among programme departments. 
• Check that incoming invoices agree with supporting documentation and NorCross procurement procedures. Process invoices in electronic invoice system. 

Reporting 

• Assist Regional Finance Manager in providing feedback on the tertial reports required by HQ 

Compliance and audit 

• Coordinate all work that will easily facilitate and enhance successful audit of the regional office operations and programmes. 
• Support in the preparation of the audit working papers twice a year. 
• Supports Regional procurement officer with the analysis of the bids and sourcing for items less than NOK 5000. 

Monitoring 

• Ensure that all project expenditure authorization process is as per approved Accountability Matrix. 
• Ensure that all procurements are in line with Norwegian Red Cross policy and procedures at the point of clearing the payments. 
• Perform delegated responsibilities on all financial matters to ensure that internal control is in line and effective as required. 
• Assist Regional Finance Manager in conducting financial spot checks of National Societies to identify the gaps and provision of recommendations. 
• Support system improvement initiatives and ensure smooth roll out in the Regional and country offices 

Administration 

• Manages contractual engagement and services for the regional office, delegate housing. 
• Work with relevant units to safeguard all office assets including accommodation  
• Coordinate outsourced functions such as housekeeping, conferencing, gardening and catering to ensure cost effectiveness and service delivery in accordance with agreements. 
• Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off. 
• Ensure proper maintenance of office equipment as well as the provision of office consumables. 
• Together with the Logistics department maintain an up-to-date inventory of the moveable assets of the Regional/country office. 
• Coordinate the management of mobile phones, monitoring, monthly costs and liaising with IFRC/NS persons concern to ensure that the bills are paid on time. 
• Ensure that all utility bills are settled in time and that there are no service interruptions. 
• Work with the security delegate/country manager to enhance security in the office premises. 
• Support the Regional Finance Manager on administration related matters namely on local policy reviews and contract negotiation 
• Coordinates all travel related bookings and reconciliation of the invoices against the travel requests. 

Human Resources 

• Responsible for collection of time sheets from national staff of Norwegian Red Cross and forward it to the IFRC HR for payroll. 

Modality 

• Ensure that programme advances to the NS are controlled and cleared with acceptable documentation and vouchers.  
• Work closely with the National Societies/country finance officers to ensure timely and quality reporting of advances 
• Support the Regional Finance Manager in rolling out the new financial working modality within the supported NSs. 

Treasury 

• Support the month end petty cash reconciliation and ensure that the cash account statement is supported by a Agresso print out 
• Support bank reconciliation of all the accounts, check and ensure that all the daily bank register is updated by the cashier 

IT 

• Act as IT focal point for NorCross MENA regional office 

Qualifications 

Formal Competence

• Professional qualification in accounting (Chartered accountant, CPA or equivalent) Or A degree in accounting or Business Administration - accounting option 

Personal qualifications, skills and knowledge 

Skills and knowledge: 

• Advanced knowledge of accounting concepts, financial management and use reporting applications (e.g. Agresso and Advanced use of excel) 
• Understanding of internal control and treasury management concepts 
• Proven ability to engage discretely and tactfully with internal and external stakeholders
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook)

Personal Qualifications: 

• Ability to work towards achieving objectives and results. 
• Ability to convince and gain acceptance 
• Ability to communicate effectively
• Ability to be solution oriented