Finance And Administrative Officer -Norwegian Red Cross

NorCross is part of the RCRC Movement, the world’s largest humanitarian network with millions of volunteers in 189 190 countries. The Movement’s mission is to alleviate human suffering, protect life and health and uphold human dignity especially during armed conflicts and other emergencies. All the components of the RCRC Movement are guided by seven Fundamental Principles: humanity, impartiality, neutrality, independence, voluntary service, unity and universality. As a member of the Federation, NorCross’ activities are informed by its Strategy 2020 “Saving lives – changing minds”.  Adopted in 2009, it establishes as a common vision “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 Middle East and North Africa (MENA) region can be divided into three Clusters, Middle East (Lebanon, Syria, Occupied Palestinian territories, Israel, Jordan, Iraq), the Gulf (Kuwait, Bahrain, Saudi Arabia, Qatar, Oman United Arab Emirates, Yemen and Iran), and North Africa (Morocco, Algeria, Tunis, Libya, and Egypt). All countries in MENA have respective Red Cross /Red Crescent national societies except for Oman. The NORCROSS MENA Regional Office (RO) supports the four Country Teams in reaching these objectives, particularly focusing on sound project management that builds the confidence of donors and contributes to the sustainability of our projects and programmes. Job Purpose To support the Syria Crisis Country Manager in all financial, administrative and reporting tasks in order to facilitate the correct implementation of the NORCROSS disaster response in the region. To implement and maintain NORCROSS standard practices in administrative, financial and reporting procedures Key tasks and responsibilities    Cash/Bank management : To manage, on a daily basis, the cash boxes of the Norcross office, following up and keeping the books (for each currency) of the given advances, respecting at any time the following rule: Balance of the book = cash counting + unjustified advances. To respect the Norcross procurement procedures. To release a cash advance for a specifically approved purchase, on presentation of the appropriate documents according to Norcross procurement procedure, mentioning the budget line and validated by the activity holder. To implement and respect the Norcross authorization expenses procedure, requiring the authorization from the line manager in all payment transactions. To ensure prompt and appropriate liquidation of Cash Advances from the office personnel, counterparts, partners and other related parties who received an advance for the purchase of goods or services. To make the necessary exchange and other bank operations. To prepare and ensure the timely submission of the fund's request for the regional office to the line manager, in order to ensure that funds are available in the office to accommodate project needs and settle obligations. To ensure there is updated information on taxes regulations in the office. To carry our weekly cash counts with the Regional Finance officer. To carry out monthly cash count with the Finance Manager, at the end of every period closure. Accountancy and budget management: To prepare the monthly accountancy of the office, ensuring the proper booking in Norcross accounting software, giving the appropriate codification on all the invoices (cost centres, budget lines, accounting codes, description of transactions, etc.). To check the proper quality of invoices/receipts and translations, including the complete data in the voucher stamp and ensuring the signature in the vouchers of the responsible people: Logistics officer, WASH delegate, Country Manager and other NORCROSS staff. To translate the invoices/receipts in English, if necessary To support the Syria Crisis, Iraq, Palestine, Lebanon CM and the Regional Finance officer to supervise and monitor financially the Response projects in the region, including control of eligibility of expenditures under donor requirements, and proper justification of expenditures according to NORCROSS and donor regulations. To prepare all necessary documents for audits as required, and collaborate with external and internal auditors. To support/advice to sister societies of NORCROSS where deemed necessarily Administrative and project related matters: To prepare, follow-up and file all the documents (contracts, amendments, renewal, termination, and payments) related to the various contracts signed by NORCROSS. To keep updated a list of the on-going contracts in NORCROSS Office. To ensure there are updated inventory lists in the whole project, in collaboration with the Logistics Officer. To maintain accurate filing systems of correspondence and other documents. To establish and ensure effective working relationships with other personnel, including all other RC/RC Movement staff as necessary. Provide administrative support to all the regional and country team. Assist in identifying suppliers for different administrative needs and assist in the launching of a request for quotations for services and framework agreements signature purposes. Manage all outsourced administrative services and maintain good relationships with all stakeholders. Follow-up on expatriate’s visas and residency applications prepared by the administrative assistant. To support the Procurement officer with travel bookings, Taxi confirmation and small-scale procurement To perform other tasks as may be assigned by the superior in charge. Reporting: To assist in the production of monthly situation and donors’ reports, To assist in the preparation of updates, information material To assist the Senior finance officer on producing the BVA To maintain essential contacts with NORCROSS communication and fund raising sections at UKO to facilitate timely and accurate information flow.    Qualification Required Preferred General In good mental & physical health x   Qualifications University Degree, preferably in finance or accounting. x   Experience Minimum of 4 years’ work experience in a financial/administrative role. x   Experience of working for the Red Cross/Red Crescent and/or other humanitarian organizations.   x Experience of working with accounting software.   x Skills Advanced skills in computers (Windows, spreadsheets, word processing and accounting packages) x   Fluent in both English and Arabic x   Knowledge of French   x Core competencies - a high degree of competence in Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; initiative & direction; interpersonal skills; resilience x   Highly organised x     The person specification may vary due to operational requirements