Finance Assistant

Organizational context (where the job is located in the Organization)

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 established by and comprised of its 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. 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.” 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 Secretariat is led by the IFRC Secretary General and 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 is organized 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); Middle East and North Africa-MENA (Beirut). As one of the five decentralized Regional Offices, Regional Office for MENA 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.

Based in Beirut, Lebanon, the incumbent will be part of the Regional Office in the Finance Unit.

Job purpose

Under the supervision of the Senior Finance Officer, the incumbent is responsible for providing support to the Regional Office in various finance issues 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 zone’s operational programs.

Job duties and responsibilities

The incumbent shall be responsible for day-to-day operations related to 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. Be responsible for all aspects of petty cash in all currencies, receipts into and payments out of petty cash, including ensuring that all transactions are correctly authorized and fully documented.

·        Prepare daily journal of vouchers for both receipts and payments, and maintain cash books on a daily basis.

·        Follow up on the cash reimbursement of private calls by office staff.

·        Monitor the office petty cash balances, and advice on any need to re-feed the petty cash on a timely manner.

·        Prepare the monthly cash count and obtain the required management signature. When handover or high cash balance, more regular cash counts will be requested by the incumbent.

2. Prepare checks and bank payment for authorization and release

·        Ensure all check requests are checked by the Senior Finance Officer

·        Prepare bank journal and ensure all supporting documentation is attached

·        Prepare online bank payments at least three times a week.

·        Inform the signatories for online payment authorization.

·        Present checks for signature and pass signed checks to concerned person.

·        Ensure received copy of check is attached to bank journal

3. Prepare VAT claims on a monthly basis

4. Ensure daily review and authorization of travel expense claims.

·        Ensure the provision of travel advances, and preparation of reconciliation, provision of final payment for locally recruited staff and seconded staff members in line with the prevailing procedures.

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

·        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.

·        Organize and file CODA documents, according to the standard filing system.

·        Ensure that all payments are validated by the Senior Finance Officer, and approved by the budget holder, and by line manager or HR manager where applicable, prior to accounting and payment.

·        Assist the Senior Finance Officer in managing the funds and financial assets of the Regional Office.

·        Assist the Senior Finance Officer in ensuring the internal control environment for the Regional Office.

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

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

6. Provide the working advances to office staff on time without delay

·        Ensure timely administration and monitoring of working advances.

·        Ensure clearance and reporting of working advances.

·        Prepare reconciliation of balance sheet items on a monthly basis

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

·        Advise Senior Finance Officer on any pending working advance which requires his action to solve the issue

·        Assist with the preparation and coding of staff working advance journals where necessary

7. Other

·        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.

·        Provide reports from B.O. to office as requested.

·        Prepare requisitions for stationary for Finance department.

·        Any other tasks assigned by the Senior Finance Officer or the Regional Financial Controller.

Duties applicable to all staff

1. Actively work towards the achievement of the Federation Secretariat’s goals

2. Abide by and work in accordance with the Red Cross and Red Crescent principles

3. Perform any other work related duties and responsibilities that may be assigned by the line manager

Position Requirements

Education

- Relevant degree (minimum Bachelor’s degree) or equivalent experience in Administration, financial management accounting (Required) 

- Relevant professional /academic qualification in finance or accounting (Preferred) 

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 organisations, large NGOs and/or governmental development agencies, multi-cultural environment (Preferred)

Knowledge and Skills

- Advanced computer skills, working knowledge with windows, spreadsheets, word processing and accounting packages (Required) 

- Ability to work under pressure and to deadlines (Required) 

- Accuracy and fine attention to detail (Required) 

- Organized and self-starter in work prioritizing (Required) 

- Experience working with CODA or similar accounting software (Required) 

Languages

- 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

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