Regional Finance and Admin Assistant – Norwegian Red Cross

For those who are interested in this position, the application is ONLY accepted through the following link:

IFRC Jobs

Any application sent by email or applied by any other means will not be considered.

Organizational Context:

The International Federation of the Red Cross Red Crescent (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 purpose of the Regional Finance and Admin Assistant is to support the management of a strong internal control environment, including segregation of duties, and the application of finance policies, processes and procedures throughout the region.

Strategic Responsibilities:

• Support in Coordinating the accounting and administrative functions of the regional office in line with Norwegian Red Cross rules and procedures.
• Support the regional and country offices in all aspects of administrative and financial management enabling humanitarian programs.

Operational Responsibilities:

1. 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.
• 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.
• Posting transaction in Agresso
• Preparing Reconciliation Cash, Bank and Advance and other necessary account codes.

2. Compliance and audit

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

3. 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.

4. 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.

5. IT

• Act as IT focal point for NorCross MENA regional office.

Education:

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

Experience:

• Minimum of 1-2 years’ work experience in a financial/administrative role - Preferred.
• Experience of working for the Red Cross/Red Crescent and/or other humanitarian organizations - Preferred.

Knowledge & Skills:

• 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).
• Ability to work towards achieving objectives and results.
• Ability to convince and gain acceptance.
• Ability to communicate effectively.
• Ability to be solution oriented.
• Collaborates well with others and supports others in the pursuit of team goals. Creates a stable and re-assuring work atmosphere and is firm and reliable.

Languages:

• Fluently spoken and written English - Required.
• Good command of another IFRC official language (French, Spanish or Arabic) - Preferred.