Finance & Administration Delegate (Arabic Speaker Required) 126 views

Date of issue:10-03-2020
Closing date (Geneva time zone):24-03-2020
Duty station:Damascus
Country:SYRIAN ARAB REPUBLIC
Duty station status: Non Family Duty Station
Accompanied status: Non-Accompanied
Duration:12
Category of Staff: Delegate
Grade: C1
Vacancy No:IFRC03826

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 192 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

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 Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The MENA Region is organized through cluster offices covering the National Societies in North Africa, and the Gulf Region, as well as country offices in Iran, Iraq, Jordan, Lebanon, Libya, Syria and Yemen. Based in Damascus, Syria, the Finance & Administration Delegate will be part of the Syria operations team. IFRC’s Syria Office is located at the Syrian Arab Red Crescent (SARC) Headquarters and works in an integrated manner with the National Society. SARC is the primary provider of humanitarian services in Syria and has a lead operational role within the Red Cross Red Crescent Movement, responding to the biggest humanitarian crisis in decades. Through its 14 branches, 65 active sub-branches and extensive volunteer network, SARC’s support is primarily focused on relief, emergency and basic health, water and sanitation, psychosocial support and livelihoods. The IFRC ‘Syria: Complex Emergency’ appeal was launched in 2012 and has consistently reached more than 500,000 people each year through the provision of emergency relief, health services and livelihoods, as well as supporting the SARC’s core structural needs, capacity building initiatives and institutional processes.

Job Purpose

The Finance and Administration Delegate (FAD) is responsible for providing accounting services, ensuring sound internal controls, financial reporting, training and providing advice and administrative support to relevant stakeholders within a comprehensive financial management structure which are related to all operations of the IFRC’s Syria Complex Emergency Appeal.

In close cooperation with SARC’s Director of Finance and Administration, the FAD, under the supervision of the Head of Country Office and the Regional Finance Unit, will be in charge of IFRC’s budgeting & financial planning, financial management and monitoring of income and expenditure for all the Federation programmes under the Syria Emergency Appeal/Operational plans.

In addition to the accounting services, the post holder will provide general support and advice to the Programme Manager on all programme related financial issues from the budgeting to the final evaluation of the Office and also provide efficient financial management.

Job Duties and Responsibilities

Risk Management, Internal Controls, and Regulatory Compliance

  • Participate in the design, development, dissemination, and training of policies, processes and procedures.
  • Oversee the application of finance and administration policies, processes, and procedures.
  • Initiate policy, process and procedural review with a view to maintaining a sound internal control environment while creating an enabling environment for programmes and operations.
  • Ensure that a rigorous internal control environment is maintained, including:
    • maintaining proper segregation of duties in the country office.
    • ensure bank signatories reflect authorized segregation of duties and that bank signatories are aware of and abide by their responsibilities and authorities.
    • review, advise, validate and approve contracts for compliance and financial risk.
    • ensuring that a financial risk assessment is conducted for project proposals.
    • advising on risks which may have operational and/or financial consequences, particularly for large-scale humanitarian operations and/or in high-risk contexts.
    • conducting a capacity review and risk assessment for the National Society; and
    • implementing financial working modalities to manage identified risks and enable the operation and programme implementation.
  • Monitor for relevant regulatory changes in the country.
  • Continuously ensure regulatory compliance in the country office, particularly as it pertains to banking, taxation and other financial regulations; and,
  • Support the Head of Country Office, in annual reporting on regulatory compliance.
    Programme and Operational Support
  • Participate in operational meetings, providing financial risk and management advice and guidance;
  • With a view to matrix management, work with the Head of Country and Human Resources to ensure the timely recruitment of qualified finance and administration professionals in support of programmes and operations;
  • Support the timely development and authorization of Operating Budgets, and related expenditure authorizations;
  • Work with the Head of Country to ensure expedited cash transfers in support of programmes and operations;
  • Support the Head of Country with the timely execution of project funding agreements with the National Society with a view to enabling timely programme and operational implementation;
  • Ensure programme and operational risk assessments and management frameworks address major areas of financial risk, including regulatory risk; and
  • Guide implementation of cash-based programmes in compliance with standard operating procedures, including selecting financial service providers to enable programme delivery.
    Service Delivery and Improvement
    Financial Management and Controllership
  • Coordinate the timely/quality preparation of budgets;
  • Manage the day-to-day processing of transactions in accordance with established procedures;
  • Oversee the provision of accounting services;
  • Oversee the budget review and revision process;
  • Lead the month-end financial close process for the Country Office in compliance with policies and procedures, including ensuring timely:
  • account reconciliations;
  • variance analysis and,
  • Lead the year-end financial close process for the Country Office ensuring timeliness and accurate closing of accounts in compliance with International Financial Reporting Standards.

 

 

 

Financial Reporting:Prepare timely quarterly and ad hoc financial reports for management purposes;
Prepare donor financial reports, on an ad hoc and as required basis ensuring quality &compliance;
Coordinate the preparation of Federation Wide Reports when it is required;
Monitor Key Performance Indicators (KPIs) and coordinate follow-up action as required;
Support donor, programme and year-end audits including preparation of financial statements in compliance with the IFRC’s financial regulations and International Financial Reporting Standard; and
Provide clear oral reports to internal and external stakeholders with a view to enabling understanding and decision-making.

Treasury Management
Effectively manage the funds available for programmes and operations consistent with organizational policies and with a view to minimizing the risk of loss;
Maintain awareness of regulatory/sanction environment and ensure compliance;
Monitor country petty cash and/or emergency funds to ensure that the balances are reconciled with the accounting at least on a monthly basis
Monitor country bank account balances and ensure monthly bank reconciliations are completed in a timely manner;
Implement appropriate internal controls with a view to minimizing the risk of loss;
Open and close country bank accounts in a timely manner with a view to minimizing the risk of loss;
Review and submit accurate and timely cash requests ensuring sufficient cash flow and at the same reducing the risk of holding an excess of cash in country;
Ensure timely reporting/invoicing and collection of receivables; and
Manage bank account balances to minimize foreign exchange volatility on cash held for programmes and operations.

Administration

  • Ensure effective management, maintenance, and compliance of a documented system of administrative policies and procedures for the IFRC in the country;
  • Manage cost-effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving, health and safety, security, welcome service, travel, conferencing and other ancillary services. This includes the provision of outsourced functions when relevant (cleaning, gardening, catering, printing and security);
  • Ensure that people and activities are adequately insured as per the IFRC regulations and country legal requirements with the support of a local lawyer;
  • Ensure any insurance claims and/or related incidents are filed in a timely manner to minimize the risk of loss;
  • 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 equipment, leases, rental agreements) and ensure their upload in the electronic contract system;
  • Ensure effective record keeping of all financial, administrative and assets inventory and use the electronic record system;
  • Lead the provision of Administrative Supplementary Services, in the Country, including ensuring service standards are maintained; and
  • Promote a culture of continuous learning and sharing of best practices among the finance team

    NB:This is not the full version of the JD, Please refer to the attachment

Education

Relevant university degree (Masters in Business Administration or equivalent)-Required
Professional qualification in accounting (Chartered accountant, CPA or equivalent)-Required

Experience

Minimum of 7 years of relevant professional experience -Required
Minimum of 3 years in finance and administration management position -Required
Minimum of 2 years of work experience with an International Organisation
international non-governmental organization, NGO and/or government development agency-Preferred
Experience working with the International Red Cross / Red Crescent Movement-Required
Experience in Team Management -Required
Experience in plan & budget, financial analysis & statements, reporting & treasury management, external financial audit-Required
Experience working in a multicultural environment-Required

Knowledge, skills and languages

Service-minded, ability to lead, delegate and manage from a distance-Required
Result-oriented, ability to lead transitions within a matrix management structure-Required
Proven good judgment and ability to work with complete integrity and confidentiality, acting as a model of the highest integrity in a personal capacity and at a team level–Required
A high degree of discretion, tact and sensitivity with internal and external stakeholders-Required
Good ability in representation, negotiation, networking, and communication-Required
Advanced skills in computer productivity applications (Word, Excel, PowerPoint, and Outlook)–Required
Advanced knowledge of accounting concepts-Required
Knowledge of International Financial Reporting Standards or equivalent-Required
Advanced knowledge of financial management and reporting applications (e.g. CODA and Business Objects)-Required
Understanding of internal control and treasury management concepts-Required
Financial management skills-Required
Ability to effectively provide training on finance & administration management matters, contributing to a learning culture, sharing knowledge and engaging partners-Required

Languages
Fluently spoken and written English-Required
Good command of Arabic-Required

Competencies and values

Communication – Collaboration and teamwork- Judgement and decision making- National Society and customer relations – Creativity and innovation – Building trust – Managing staff performance- Managing staff development

Comments

The Federation is an equal opportunity employer.

Application procedure:

  • To apply please follow this link https://vacanciesinsyria.com/nonprofitjobs
  • To help us track our recruitment effort, please specify (on the application form  & in your cover letter) where (vacanciesinsyria.com) you saw this job posting.
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The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network that reaches 150 million people in 190 National Societies through the work of over 13,7 million volunteers.

Together, we act before, during and after disasters and health emergencies to meet the needs and improve the lives of vulnerable people. We do so without discrimination as to nationality, race, religious beliefs, class or political opinions.

Guided by Strategy 2020 – our collective plan of action to tackle the major humanitarian and development challenges of this decade – we are committed, in this fast-changing world, to ‘saving lives and changing minds’.

Our strength is in our volunteer network, our community-based expertise and our ability to give a global voice to vulnerable people. By improving humanitarian standards, working as partners in development, responding to disasters, supporting healthier and safer communities, we help reduce vulnerabilities, strengthen resilience and foster a culture of peace around the world.

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