Finance Assistant

Organizational Context

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 comprised of 192-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. It is guided by its Strategy 2020, which voices our collective vision and determination to move forward in tackling the significant challenges that confront humanity in the present decade. The vision of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies to prevent and alleviate human suffering and thereby to contribute 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 and crises and health emergencies. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretary General leads the IFRC Secretariat, which 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 are in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia and Pacific- AP (Kuala Lumpur); Europe (Budapest); the Middle East and North Africa-MENA (Beirut). As one of the five decentralized Regional Offices, the MENA Regional Office supports 17 National Societies to strengthen their humanitarian and development efforts, helping them to remain partners of choice within their country and sustainable and accountable for their actions. The position is in the Regional Finance and Administration Unit. The Regional Finance and Administration Unit is responsible for the provision of quality financial and administrative services, quality control assurance, administrative and finance capacity strengthening, and technical advice. It is in Beirut.

Job Purpose

Under the supervision of the Finance Officer, the incumbent is responsible for providing support to the Regional Office in various finance tasks to ensure the smooth day-to-day operation. The Finance Assistant provides support to the Finance Department in the delivery of finance services in support of the region’s operational programs, with special emphasis in the booking of all the transactions in the accounting system.

Job Duties and Responsibilities

The incumbent shall be responsible for day-to-day operations related to the booking of transactions such as petty cash, e-travel, daily accounting entries, review of supporting documentation, including working advances, performing reconciliations. The tasks are detailed below. The incumbent shall:

1. Ensure daily data input into financial system in an accurate, efficient and timely manner.

Daily Data input into the financial system in an accurate, efficient and timely manner (Bank, cash and payment transfers)

Daily Invoices’ input into the financial system in an accurate, efficient & timely manner (Supplier & 3rd Party invoices)

Review the payment authorizations submitted for signature, ensuring that all supporting documentation is attached. In case of missing documentation, ensure necessary follow-up actions.

Check that financial codes are correct before booking the transactions and ensure any correction.

Ensure that all payments are validated by the Finance Officers and approved by the project manager, prior to accounting and payment.

Registering of all the transactions in the financial system.

Check pending invoices received from supplies, and advise on the required action

Prepare the monthly field returns files in accordance with the deadlines, ensuring the availability of all supporting documents.

Organize and file the documents, according to the standard filing system

Archive accounting documents in accordance with established procedures

2. Assist the Senior/Finance Officer in the month/year end closing:

Assist in the preparation of the bank/cash reconciliation statements for each month-end closing, to keep track of the balances, check missing entries and correct bookings accordingly

Assist in the reconciliation of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly)

Ensure the calculation and registration for the pre-payment such as landlords, insurance, etc.

Preparing and registering the reallocations and corrections when requested.

Registering the payroll each month

Assist in the clearance of working advances

Assist the Senior/Finance Officer in clearing the balance sheet upon request.

Assist the Senior/Finance officer in the booking of reallocations, or corrections

3. Assist in the monthly reconciliation of working advances.

Assist in the clearance and reporting of working advances.

Prepare reconciliation of balance sheet items every month

Calculate, reconcile and advise staff on the outstanding working advance amount

4. Other Assigned Tasks

Assist the finance officer in suppliers’ payments and reconciliations

Follow-up with suppliers/staff regarding pending invoices

Preparing the request for creating suppliers’ codes

Preparing invoices monthly

Assist the National Societies members in their questions and concerns when needed

Assist the finance team in check of review of payments, and signatures when needed

Establish and ensure effective working relationships with the staff and management of the MENA Regional Office.

Ensure and promote compliance with the Federation's financial procedures, budgeting system, monthly accounts closure, bank reconciliation & processes.

Prepare requisitions for stationary for Finance department.

Any other tasks assigned by the Senior Finance Officer or the Head of Finance and Administration

Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

• Relevant degree (minimum bachelor’s degree) or equivalent experience in Administration, financial management accounting – Required
• Relevant professional /academic qualification in finance or accounting – Required

Experience

• At least 3 years relevant working experience in a financial role – Required
• Experience in working with web-based accounting systems – Required
• Work experience with other international organizations, large NGOs and/or governmental development agencies, multi-cultural environment – Preferred

Knowledge, skills and languages

• Advanced computer skills, working knowledge with windows, spreadsheets, word processing and accounting packages - Required  
• Ability to work under pressure and to meet deadlines - Required  
• Accuracy and fine attention to detail - Required  
• Organized and self-starter in work prioritizing - Required  
• Experience working with web-based accounting software - Required  
• Fluently spoken and written Arabic - Required  
• Fluently spoken and written English - Required  
• Good command of another IFRC official language (French, Spanish or Arabic) or Russian – Preferred

Competencies and values

• Commitment to working with RCRC Movement
• Collaboration and Teamwork
• Integrity and personal conduct
• NS and Customer Relations
• Resilience
• Building trust