Officer, Finance and Administration

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. 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.” 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 delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

In late February a new phase in the armed conflict in Ukraine started with the intensification and spread of hostilities affecting many parts of the country and causing major concern for the protection of civilians and essential civilian infrastructure. This intensification started after months of rising political and military tensions – and eight years of conflict in and around Eastern Ukraine where an estimated 2,9 million people were already in need of humanitarian assistance and 1,4 million were internally displaced. Within two weeks of the intensification, more than 2,5 million people from Ukraine had fled and been evacuated to seven neighboring countries and beyond and several million are estimated to be displaced inside the country. The evolution of the war inside Ukraine and massive population movement forces the humanitarian community to adapt operational approaches and implementation in accordance with the developing situation, both inside and outside Ukraine. However, the needs are massive and has been described as the largest European humanitarian operations since the World War II.

IFRC has launched an Emergency Appeal for Ukraine and impacted countries that is coordinated on a European regional level and supported in the initial months by a large number of Surge delegates in the impacted countries and in the European Regional Office. ICRC, IFRC and numerous Partner National Societies are integrating their capacities to provide coordinated crisis response in Ukraine and the neighboring countries. Operations are led and coordinated on country-level whenever possible, integrated under existing Country and Cluster delegations, through Operations Managers reporting to Heads of Country or Cluster Delegation. Where no Country or Cluster delegation exists, Operations Managers report directly to the Regional Office. Resources to support all or several impacted countries from a regional level will be fully integrated into existing structures at the Regional Office.

The mission of the IFRC Country Office in Romania is to support the Romanian Red Cross in developing itself as a strong NS with a capacity to deliver services with the required level of effectiveness, efficiency and accountability in a wide range of areas in strong coordination with Movement Partners.

Job Purpose

The Finance Administration Officer provides support to IFRC Country Office in Romania in the delivery of finance and administration services.

Job Duties and Responsibilities

Financial Management

• Check and verify that payments are properly documented and ensure compliance with IFRC procedures.
• Check and validate payment authorizations, reconcile bank transfers, obtain the monthly bank statements and prepare the monthly bank reconciliation and cash count with supervision and full involvement of the Finance and Administrative Delegate.
• Monitor balance sheet at the each month end and follow up on the reimbursement of private expenses from the office staff on a monthly basis.
• Assist in monitoring and following up the balances of the cash transfers to the National Society and working advances to the international and local staff. Ensure that advances are reconciled and cleared on a regular basis.
• Support the line manager in preparing, monitoring the program budgets, including revisions, whenever required.
• Support for monthly closing of the Office accounts, prepare journals (petty cash, bank), process the monthly financial transactions through financial system. Assist to ensure the validity and reconciliation of all Balance sheet accounts.
• Support in obtaining the project forecasts (duly approved), review and prepare the monthly cash request.
• Assist the line manager in carrying out the finance training for Office and National Society staff when appropriate and/or requested.
• Assist in preparing financial reports and/or financial analysis for the programs, when requested.
• Ensure that monthly field returns’ files are properly documented before submitting for checking and uploading scanned versions to relevant folder as requested. Maintain a proper filing system for all financial documentation.
• Open and close country bank accounts in a timely manner with a view to minimizing the risk of loss.
• Perform other finance related duties and responsibilities as may be assigned by the line manager and the Head of Country office.

Job Duties and Responsibilities (continued)

Administration

• Ensure effective management, maintenance, and compliance of a documented system of administrative policies and procedures.
• Manage cost-effective general services that enhance productivity including
• Supervise the daily management of IFRC buildings, maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management and ensure the development and the implementation of a green and sustainable strategy;
• Ensure the effective selection and management of agreements (office
• Lead the provision of Administrative Supplementary Services, in the Country, including ensuring service standards are maintained.
• Organize travel arrangements for staff and visitors (booking flights, accommodation, IT/communication)
• Co-ordinate, organize appointments and meetings for line Manager and Head of Office
• Assist line manager to prepare and update personal files of IFRC country office staff.
• Assist with internal and external events planning and implementation.
• Assist and deputize the Finance and Administration Delegate when absent from office.
• Collaborate with relevant logistics staff (at Cluster and RoE level) for preparing logistic requisitions for goods and services, local purchase orders and service agreements as required.
• Perform other related duties as needed or assigned by line manager.

Education

• Intermediate degree in Accounts/Finance / Administration/Business Studies, diploma or any appropriate professional qualification in Finance. - Required
• Appropriate computer knowledge related to Finance. - Required

Experience

• At least 3 years’ experience in finance/accounts- Required
• Experience in supporting staff- Required
• Competent in Financial Control and reporting at all levels- Required
• Experience of working with the Red Cross Red Crescent Movement or with another humanitarian or international organization an added advantage - Preferred

Knowledge, Skills and Languages

Knowledge and Skills

• Committed to the Red Cross Red Crescent mission and principles - Required
• Organization and planning skills - Required
• Ability to work under pressure - Required
• Flexibility - Required
• Analytical thinking - Required
• Computer literate - Required

Language 

• Fluent Spoken and written English and Romanian 

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability.
Core competencies: Communication; Collaboration and Teamwork; Judgement and Decision Making; National Societies and Customer Relations; Creativity and Innovation; Building Trust.