The Finance and Administration Senior Officer is responsible to provide administrative support, as well as accounting services, ensure sound internal control, financial reporting, training and providing advice and support to relevant stakeholders within a comprehensive financial management structure which are related to all operations of the Hurricane Maria response operation.
In addition to the accounting services, the post holder will provide a general support and advice to programme managers on all programme related financial issues from the budgeting to the final evaluation of the Office and also provide efficient finance management.
Job Duties and Responsibilities
The incumbent will :
Manage the Office ’s Financial Position, in relation to Income and Expenses, ensuring that Project Exposure and Unfunded Items are managed with PEAR approval limits, Donor Pledge Requirements are adhered to and that the longer term financial situation across all projects is clearly understood by Senior Management.
Record and report separately on Antigua & Barbados operation financial commitments (external MoUs, pipeline purchase orders, program commitments, etc.
and be fully aware of possible commitments and planned ventures.
Provide comprehensive technical review / and advise on donor grants and proposal to senior management and RM colleagues prior to signing of agreement.
Finance validation is a crucial part in concluding the agreements.
Monitor and follow up on office income and pledges, identify overdue pledge payments or dormant pledges and indicate underspending and the requirements for possible time frame extensions.
Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity and timeliness of the reports are maintained.
Ensure MoU’s and project agreements are in place for all national society working advance, follow up on dormant WA and ensure flow of expenditure clearance from delegates and national staff working advance.
Manage the monthly financial cycle, within the deadlines, without significant error and maintain the accuracy of the numbers, resulting in satisfactory audit reports and positive evaluations of the financial aspects of the operations.
Ensure that Federation Internal control procedures are in place and completed with, and continually review to identify possible areas of weakness in financial controls within the system, implement changes to address these.
Act as Finance Controller to safeguard Federation’s legal obligation and commitments and take logical and financially sound decisions.
Track donor balances and ensure appropriate coding of expenses.
Manage the Budgeting Cycle (Appeal and PEARs) and ensure the detailed, realistic and achievable budgets are presented for the office.
Ensure that all spending is within PEAR approval, and no cases of expenses above budget / PEAR occur at the project / account group level.
Ensure that all spending is valid and complies with the IFRC procedures and reject any payment requests or working advance clearances for non-compliant expenses.
Liaise closely with the Technical Manager, Zone Financial Controller keeping updated of all significant financial issues pertaining to Antigua & Barbados Operations and seek advice / input / instruction as required.
Be Proactive and Customer focused in the work, resolve issues and suggest solutions, drive the processes forward, seek assistance from the appropriate sources, and encourage the Finance Function to be seen as an integral part of Operations Management.
Ensure that Supplementary Services are invoiced in a timely manner and that Shared Office & Services Costs (SOSC) fee are recovered as per Costing principles of Full Cost recovery.
Track and report on this shortfall in recovery of costs.
Finance capacity development
Provide any required training or instruction to IFRC staff on Federation finance software, finance / risk management / audit issues and provide overall briefing on IFRC Policies, guidance, staff benefits to staff as required.
Provide any required training or instruction to Dominca RC finance staff on Federation finance software and finance / risk management / audit issues as required.
Provide any required training or instruction to PNSs finance staff on Federation financial management system, finance / risk management / audit issues and provide overall briefing on IFRC Policies, guidance, staff benefits to new and old staff as required.
Develop and maintain clear and efficient Country Office administrative procedures.
Provide overall supervision to the Country Office Support staff.
Ensure the timely provision of administrative services to IFRC delegates (both in the office and at the residencies) and to national staff when requested.
Ensure the timely provision of administrative services to PNS as required under Integration or Service Agreements, if applicable.
Coordinate and manage effective information management systems, including filing (electronic and hard copy), library resources, guidelines / policies, databases and correspondence.
Ensure effective management of all contracts, agreements, MOUs and other legal documents.
Relevant degree (minimum Bachelor’s degree) or equivalent experience in Administration, financial management accounting
Relevant training or coursework in one or more core areas e.g. Financial, Administration and HR management (emergency operation, finance, risk management, audit), preferred
3+ years of prior professional experience in accounting and finance management, office administration, management and / or HR function
3+ years of prior experience in staff and project supervision
Experience in working in an international environment, preferably with the United Nations or similar organisation, preferred.
Experience in networking and communicating with different stakeholders such as government, UN, NGOs and other organisations, preferred.
Experience within the Red Cross and Red Crescent Movement, preferred.
Knowledge, skills and languages
Excellent professional communications skills, both verbal and written in both English
Strong organizational skills, methodological and logical approach to tasks and problem solving
Good presentation, facilitation and note-taking skills
Ability to organize, analyse and synthesise large amounts of information
Ability to manage complex and sensitive relationships with partner organisations
Sound knowledge of Microsoft Office applications
Fluently spoken and written Spanish
Fluently spoken and written English
Good command of another IFRC official language (i.e., French) or a language spoken in the country of mission (i.e., Portuguese), preferred
Competencies and values
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
FUNCTIONAL COMPETENCIES : Building Alliances; Leadership; Empowering Others
Message for applicants :
Applicants will need to send their applications together with a letter of motivation no later than the closing date. In order for us to assure a proper comparative evaluation of your application for this vacancy and to enable us to consider your profile against other similar current and future vacancies, we ask that you submit your application considering the following :
Please note that this vacancy seeks to hire the selected candidate through an international contract;
The incumbent is responsible to abide by Federation policies, procedures, plans and applicable laws;
The closing date is midnight Geneva time. Applications received after the closing date will not be considered;
Only those candidates shortlisted for interviews will be notified.
The position will be based in Panama. If the selected candidate is a national or resident of Panama, a national contract will be offered in line with the applicable compensation and benefits.
The position incumbent will travel frequently to the countries affected by the migratory crisis, identified within the appeal, as it evolves and as required by the operation.
The Federation is an equal opportunity employer.