Finance and Administration, Officer Senior level

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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.” 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 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 delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

In line with the 7 transformations of IFRC strategy 2030: Supporting and developing National Societies as strong and effective local actors, Inspiring and mobilizing volunteerism, ensuring trust and accountability, working effectively as a distributed network, influencing humanitarian action, and undergoing a digital- transformation, Financing the future. The IFRC seeks to support national societies in building better and stronger financial and organizational development systems and capacities.

The IFRC office in Abuja is the hub to support the National Societies (Red Cross) of the Abuja Country Cluster Delegation (Nigeria, Benin, Togo and Ghana) and has a status agreement with the Nigerian government. The Abuja country cluster delegation delivers the IFRC mandate in the sub-region, focusing on Disaster Management, Capacity Building of the National Societies, and Humanitarian Diplomacy.

Job Purpose

The purpose of the Finance & Administration Officer is to contribute to financial risk management and provide the financial, and administrative support needed at the Benin country office. The position will report to the Programme Coordinator-Benin with Technical reporting to the Finance Coordinator, for the Abuja Country Cluster Delegation.

This position, based in Benin will:

• Ensure that IFRC’s Maximum Financial Requirements are followed.
• Assist and support the Finance Coordinator in the financial management of the Abuja Country Cluster Delegation’s activities and operations.

Job Duties and Responsibilities

Coordination

Coordinate operational services for the economic, efficient, and effective management of the IFRC financial resources and promote cooperation with Benin Red Cross Society.

Budgeting

• Coordinate the compilation of Benin operation budget and financial plan, under the direction of Benin Programme Coordinator and the Finance Coordinator.
• Provide quality technical advice to the Programme Coordinator in the revision of their budgets.
• Provide guidance in terms of trends analysis to give better estimations for the budgets.
• Monitor the level of implementation of the budgets and provide feedback to the management team.

Donor Reporting

• Review the finance sections of funding proposals for donors.
• Compile accurate, regular and timely financial and narrative reports for the Federation in coordination with the Finance Coordinator.
• Coordinate the financial reporting process ensuring that the reports are prepared and sent to the donors before due dates.

Financial and Administrative Management of the office

• Manage the accommodation, per diem, visas, and travel arrangements for IFRC-related staff and visitors.
• Advise and provide timely and accurate financial information to management and assist with the interpretation and understanding of the financial information that allows better decisions based on the prevailing situation.
• Coordinate the provision of regular management reports to allow the project manager to review and monitor projects and make effective operational decisions.
• Participate in regular meetings with the Benin Red Cross management team and program coordinators to explain the overall finances.

Financial and Administrative Management of the Operation

• Manage and control the funds and financial assets of IFRC operation at the Benin country level.
• Cash flow and cost control management
• Payments, Cashier, Bank signatory, and finance functions management
• Develop policies to avoid unnecessary risks from either exchange rate fluctuations or physical losses.
• Review cash request analysis and ensure that the office has enough cash to run its activities.
• Provide consolidated cash forecasts and pursue a forecasting system. Maintain accurate registers of the assets & property of the Delegation.
• Ensure that accurate office systems are in place & maintained, accounting, authorization & internal control procedures environment & expenditures are within approved limits for each project & that the transactions are performed in compliance with the procedures & policies in respecting the donor conditions.
• Ensure that the income or expenditure reallocation is completed on time.
• Supervise that the expenditures are according to the budgets, and analyze, investigate, address & report significant variances.
• Monitoring of Key Performance Indicators to ensure that there is adequate financial management of the operation projects at all levels.
• Preparation of ad hoc analysis reports to the management team (e.g. financial implications & budgets for the existing plans, allocation of shared costs, etc.)

Job Duties and Responsibilities (continued)

Internal Control

• Monitor provision of supplementary services are being done according to the procedures & we are collecting the invoices on time. If not, escalate to seek a solution.
• Safeguard & optimize the use of financial resources through an appropriate internal control environment, with an emphasis on:
• Policies & procedures
• Effective budgetary control, oversight of bank & cash portfolio
• Pursue from contractual agreements to practical implementation of the financial procedures to ensure satisfaction in terms of proper financial control.
• Track, monitor & control financial commitments.
• Coordinate with the regional Finance Unit the development & implementation of adequate policies for the treasury & cash management.
• Monitoring of the items in the balance sheet to ensure all of them are reconciled, properly booked & there are no dormant balances.
• Monitoring of the closing of the month as per the global timetable.
• Review & validate staff requests before submitting them for approval.

Audit & Risk Management

• Implement corrective actions to manage financial risks.
• Oversee audit processes by preparing, facilitating, & ensuring smooth processes.
• Provide direct input to these reviews & clarify queries at source.
• Provide feedback on a formal basis for management input to the final documents.
• Follow up on outstanding issues.

Capacity Building

• Advise the National Society on how to improve the financial reporting component of its operations & train the key finance staff.
• Ensure alignment with guidelines & policies & provide advice on the use & benefit of international accounting standards & ensure that audit recommendations are implemented.

Contribute to an effective, high-quality IFRC team:

• Be accountable to the Programme Coordinator and Finance Coordinator by providing regular progress reports on results against objectives and risk analysis as set out by established procedures in Ghana.
• Be flexible in their work definition according to needs and targets and improve efficiencies and effectiveness within available resources.
• Be a pro-active team member fostering a customer service-oriented culture that values proactivity, continuous improvement, innovation, high performance and cost-effectiveness.

Education

Required

• Relevant university degree in Finance, Accounting, Management or Business Administration.
• Recognized Professional financial/accountancy qualification.

Experience

Required

• 3 years + of experience in leading and managing Finance as an Accountant
• 3 years + professional experience working with local or international non-governmental organizations.
• Very good leadership skills and confirmed financial management experience,
• Basic leadership and management skills
• Advanced knowledge of accounting concepts, financial management, and use of reporting applications and Advanced use of Excel.

Preferred

• Experience working with an Audit firm and supporting an organization’s Audit exercises.
• Experience working with National Societies or within the Red Movement
• Strong experience in cash management showing rigorous controlling methods.

Knowledge, Skills and Languages

Required

• Self-supporting in computers – very good computer skills and command of standard Microsoft Office tools
• Very good interpersonal, communication, and presentation skills
• Motivated self-starter personality, sense of responsibility, and organization skills
• Good negotiation skills
• Flexibility and ability to travel in the operation’s areas.
• Proven ability to engage discretely and tactfully with internal and external stakeholders.
• Fluent in spoken and written English and French (Bilingual).

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability

Core competencies: Collaboration and teamwork; Communication; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust

Tagged as: Bénin, IFRC