Finance and Administration Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-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.

The Country Cluster Support Team for Central Asia is based in Bishkek and oversees IFRC support to five National Societies: Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan and Uzbekistan. It is also responsible for coordinating regional disaster response operations and development programing including on disaster risk reduction (DRR) and for managing IFRC country offices in Kazakhstan, Kyrgyzstan, Tajikistan and Turkmenistan.

Job Purpose

Under the supervision of the Finance and Administration Coordinator, the Finance and Administration Officer is responsible for finance matters in accordance with the IFRC policies and procedures.

The position will be required to provide financial services to projects stakeholders in matters relative to internal control and treasury management.

Job Duties and Responsibilities

Risk Management & Internal Controls

• Ensure the application of finance policies, processes, and procedures.
• Support the implementation of internal and external audit recommendations, as necessary.
• Contribute to the design, development and review of financial policies, processes and procedures, as requested.
• Contribute to financial risk assessments for project proposals, as necessary.

Financial Management and Controllership related to IFRC funded projects

• Contribute to the preparation of operating and project budgets.
• Advise project managers and staff on budgetary matters.
• Validate contracts and payments in accordance with established IFRC processes and procedures, and available budgets and funding.
• Validate financial reports of Kyrgyzstan Red Crescent Society under IFRC funded projects as required and provide feedback when necessary.
• Contribute to budgets review and revision processes.
• Contribute to the month-end financial close process as needed
• Monitor monthly the financial performance projects and funding and advise and/or instruct managers as to how to improve.
• Monitor PEARS, budgets, funding and their consumption and advise project managers on required actions

Service Oriented

• Provide quality and timely financial services to stakeholders and implement measures to reduce risk, provide advice while ensuring a swift and efficient support is provided.

Financial Reporting

• Prepare quarterly and ad hoc financial reports for IFRC funded projects in Kyrgyzstan for project manager.
• Prepare donor financial reports on an ad hoc, as required basis.
• Prepare and contribute to programme and year-end audits.
• Daily data input into ERP

Job Duties and Responsibilities (continued)

Treasury Management

• Monitor the preparation and submission of accurate and timely cash forecasts for projects and monitor their spending.
• Organise payments so as to rationalise time and reduce burden on signatories, while ensuring payments are issued on time.
• Monitor bank accounts so as to take action quickly when necessary (e.g. transactions not processed).

Accounting

• Prepare monthly payroll for local staff based in Bishkek.
• Submit reports to local Tax Authorities as per requirements of Local Tax Regulations.

• Monitor updates in the local legislation which affect the IFRC and follow up accordingly.
• Prepare, submit and follow up reports to Authorities for VAT return.

Communications

• Maintain regular and proactive dialogue with project managers with regards to relevant finance & administration management matters.
• Cooperate and collaborate with the various departments in offering the best service possible, within respect of IFRC policies and procedures.

Administration

• Coordinate the Administration, Logistics and Procurement Officer and back-up him during his absence (office maintenance, running admin issues, small procurements, admin support for IFRC organised events, logistic support for staff missions, etc.)
• Handle any relevant file which requires signature, stamping, approvals from the Ministry of Foreign Affairs (MoFA), and other relevant Governmental entities.
• Maintain enhanced professional relationship with all relevant authorities’ staff for timely and well-processed paperwork submission/management.
• Monitor MFA accreditation and Kyrgyz visas for IFRC Delegates based in Bishkek and timely follow-up with staff.

Any other tasks assigned by the Line Manager

Education

Required:

• Relevant University degree (Bachelor in Business Administration or equivalent)
• Professional qualifications in accounting (Chartered accountant, CPA or equivalent)

Experience

Required:

• Minimum of 3 year of relevant professional experience (i.e. finance and administration)
• Experience in working under remote management and with virtual, multi-cultural teams 
• Experience in plan & budget, financial analysis & statements, financial reporting, and financial audit

Preferred:

• Experience working with the International Red Cross Red Crescent Movement

Knowledge, Skills and Languages

Required:

• Self-driven, service minded and ability to multi-task, prioritize and deliver to deadlines
• Focused on quality and standards, results, and accountability
• Proven good judgement and ability to work with complete integrity and confidentiality, acting as a role model of highest integrity in personal capacity
• High degree of discretion, tact and sensitivity with internal and external stakeholders
• Strong negotiation, networking and communications skills
• Advanced skills in computer productivity applications, particularly Excel, Outlook, PowerPoint, and Word
• Advanced knowledge of accounting concepts 
• Knowledge of International Financial Reporting Standards or equivalent
• Financial management skills
• Ability to effectively provide training on finance and administration
• Fluently spoken and written in English and Russian 

Preferred:

• Financial management skills
• Ability to effectively provide training on finance and administration 
• Good command of another language of the Central Asia region (Kazakh, Kyrgyz, Turkmen, Tajik, Uzbek)

Competencies, Values and Comments

• Communication and networking
• Collaboration and Teamwork
• Judgement and Decision Making
• Customer Relations 
• Creativity and Innovation
• Building Trust