Assistant, Finance and Administration

Organizational Context

Job Purpose

The purpose of the Country Finance and Administration 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.

Job Duties and Responsibilities

Strategic responsibilities

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

Operational responsibilities

• Provide administrative support to NorCross staff, e.g. but not limited to:
  • Support travel arrangements of the delegation staff (national and delegates).
  • Ensure proper welcome arrangements for staff, delegate, visitors/consultants including pick up/drop from/at airport in coordination with the fleet, scheduling meetings and sharing of their ToR with relevant colleagues.
  • Maintain NorCross office inventory.
• Undertake local procurement on request from program staff and approved by the Country Manager.
• Maintain delegation standard filling system and back-up system (in PIMS).
• Ensure proper filing of all admin documents including registration of internal & external correspondence and other records (in hard-copy when required as well as in PIMS).

• Support arrangements of meetings/workshops and any gatherings scheduled by NorCross or instructed by management when needed.
• In coordination with the FAO, develop and maintain a filing system of financial documentation.
• Assist Procurement officer in collecting and review of documentation from vendors and partners
• Prepare Purchase order and issue PO to vendors, File GRN/SRV for Regional, Country and National Society procurement.
• If the procurement for Regional, Country Office and National Society is less than NOK 50,000, Finance & Admin Assistant will review the comparative bid analysis prepared by the Finance & Admin Officer.

Finance Responsibilities:

• 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 and maintain petty cash journals with supporting documentation.
• Under take weekly or daily (when required) cash count with petty cash journal with Finance Officer.

Support month-end cash reconciliation

• Prepare cash payment voucher and disburse cash for working advance to the requesting staff member after the approval of budget holder and Settle the working advances via Cash payment/ Cash receipt voucher.

• Assist the FAO to ensure cash flow and cost control as well as the management of the payments, cashier, bank signatory and working advances.
• Verify the supporting documents from the requesting staff for reimbursement of expenses and prepare Transaction Entry Form.
• Verify the Per-diem claim form, prepare transaction entry form for review and approval and settle the per-diems.

GENERAL DUTIES

• Understand 7 principles of the Red Cross/Red Crescent Movement.
• Always apply and comply with ICRC security rules.
• Perform duties and tasks not covered in this job description and provide support to other departments when necessary.
• Contribute towards effective working relationship with delegates and staff.
• Contribute towards effective working relationship with URCS counterparts.
• Contribute towards effective working relationship with technical and service departments at NorCross HQ.
• Any other tasks assigned by line manager.

Job Duties and Responsibilities (continued)

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

Collaboration

• Contributes to International Programmes and Preparedness Departments global efforts to harmonise and improve administrative procedures and processes between the Regional and the Country Office.
• Support the Head of support services to ensure adequate financial management, including the preparation of detailed budget.
• Work closely in the Country Finance Unit, to implement Norwegian Red Cross’ guidelines, rules and regulations.

Education

Required

University Degree in relevant technical discipline

Experience

Required

• A degree in accounting or Business Administration - accounting option
• Up to 2 years of working experience in Finance & Administration
• Fresh graduates are encouraged to apply

Knowledge, Skills and Languages

Required

• Knowledge of accounting concepts, financial management and use reporting applications (e.g. Agresso)
• Intermediate use of Microsoft Excel (Mandatory)
• Understanding of internal control and treasury management concepts
• Intermediate skills in computer productivity applications (Word, PowerPoint and Outlook)

Preferred

• Ability to work towards achieving objectives and results.
• Ability to convince and gain acceptance.
• Ability to communicate effectively.
• Ability to be solution oriented 

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability 

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