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Finance and Administration Coordinator

Rabat

  • Organization: IFRC - International Federation of Red Cross and Red Crescent Societies
  • Location: Rabat
  • Grade: Mid level - D2, International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • Managerial positions
  • Closing Date: Closed

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. The overall aim of 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.

A 6.8 magnitude earthquake hit Morocco on 8th September 2023, killing and injuring thousands of people and causing widespread destruction. The Moroccan Red Crescent Society (MRCS) responded immediately, providing first aid and psychosocial support, helping transport the injured to hospitals, evacuating people from damaged buildings and providing dignified burial management. Through this appeal, the IFRC is supporting MRCS to meet the immediate and early recovery needs of affected people. Priorities include providing emergency and transitional shelter assistance, access to safe water, essential household items, health and mental health services, and cash assistance.

 

This position is part of the operations team in the Morocco and is located in Rabat.

Job Purpose

The Finance and Administration Coordinator is accountable for effectively managing a team of professionals within the finance and administration functions at the Country Delegation. The incumbent will implement the IFRC financial policies, procedures, guidelines, and processes, International Financial Reporting Standards (IFRS), and providing quality service, advice, and support to relevant stakeholders. The incumbent is responsible to provide efficient and effective services in accounting, finance, treasury management and administration at IFRC Country Delegation, Morocco.

 

Job Duties and Responsibilities

Risk Management, Internal Controls and Regulatory Compliance

  • Review the application of finance and administration policies, processes, and procedures. Provide feedback to the line manager of improvements in policies, processes, or procedures
  • Validate policy, process and procedural review with a view to maintaining a sound internal control environment while creating an enabling environment for the program.
  • Ensure through controls that a rigorous internal control environment is maintained, including;
    • Maintaining proper segregation of duties in the program;
    • Ensure bank signatories reflect authorized segregation of duties and that bank signatories are aware of and abide by their responsibilities and authorities;
    • Manage financial system access capabilities and rights;
    • Review, advise, validate and approve all 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;
    • Conducting capacity review and risk assessment for the National Society
    • Implementing financial working modalities to manage identified risks and enable operation and programme implementation.
  • Monitor for relevant regulatory changes in the program area.
  • Continuously ensure regulatory compliance in program areas, particularly as it pertains to banking, taxation and other financial regulations.
  • Review and provide guidance on financial risk register and advise management accordingly.
  • With a view to matrix management, work with the finance coordinator to ensure the timely deployment of qualified finance professionals in support of programmes and operations.
  • Ensure timely review of the operating budgets Operating Budget, and related expenditure authorisations.
  • Work with the Regional Finance and Administration Team as needed to ensure expedited cash transfers in support of programmes and operation.
  • Ensure programme and operational risk assessments and management frameworks address major areas of financial risk, including regulatory risk.
  • Guide implementation of the program and operations in compliance with standard operating procedures.
  • Advise staff in the appropriate interpretation of the financial policies or procedures.

 

Service Delivery and Improvement

Financial Management and Controllership

    • Manage the funds and financial assets of the delegation under the overall direction of Operations Manager, the Head of Delegation and oversight of the Regional Head of Finance and Administration.
    • Support project managers in the preparation and monitoring of operating budgets and/or ceilings.
    • Manage the Budgeting Cycle (Funding requirements, Operating Budgets and Project Expenditure Approval Requests).
    • Provide advice to managers on financial matters (e.g., budgeting, financial analysis, etc.).

Job Duties and Responsibilities

  • Manage the day-to-day processing of transactions in accordance with established policies, and procedures.
  • Supervise the treasury management and the provision of accounting services.
  • Perform the month-end financial close process within the established deadlines.
  • Provide expertise and advice on project financial management.
  • Provide analysis of actual expenditures vs. budgets with its respective comments of the variances (if there is any) and recommendations.
  • Monitor the level of implementation of the budgets and contributions / donations and provide feedback to the respective project or appeal managers.
  • Prepare outlooks to share with the operations managers and sector leads.

Financial Analysis

  • Assist the operations manager and unit staff in the accurate interpretation of the financial analysis of the projects.
  • Prepare ad-hoc financial analysis as per demand.
  • Gather the information for the preparation of the monthly management report (if necessary)
  • Present recommendations, highlight risks, opportunities, or identify areas of improvement.
  • Monitoring of Key Performance Financial Indicators to ensure that there is an adequate support for a sound project financial management.
  • Analyse the material budget variances, expenditures above budget, or deficits with the aim to propose corrective actions.

Financial Reporting

  • Perform a periodic review of the transactions posted to the projects to ensure the accuracy of the transactions.
  • Monitor the donor reports list to submit the donor reports before the due dates.
  • Verify that the transactions have been processed as per the IFRS (International Financial Reporting Standards), IFRC policies and procedures, and donor requirements.
  • Submit the financial reports free of errors or omissions to the Senior Finance Analyst for final validation.
  • Be prepared to provide information about the status of the financial reports during the monthly meetings.
  • Prepare income or expenditure reallocations to ensure that the reports can be send to the donor with accuracy.
  • In close collaboration with the Partnerships and Resource Development (PRD) and the Planning, Monitoring, Evaluation and Reporting (PMER) Teams, monitor the pledge/appeal implementation rate, control the compliance with donors’ requirement and support the timely production of accurate pledge/appeal financial reports.

Validation of transactions

  • Ensure that all the transactions are duly validated following the policies, and procedures.
  • Ensure all accounting transactions are properly authorized and supported valid supporting documentation.
  • Provide feedback to the project managers when findings have been identified.
  • Follow up with the project managers or unit staff that the forecasts, journal of expenditures, expense claims and other documents are presented correctly within the established deadlines.
  • Provide analytical information of the status of the transfers or working advances of National Society.


Treasury Management

  • Provide support to cash-based initiative (as needed).
  • Monitor the timely transfers of funds to National Society, and payment to suppliers.
  • Prepare and submit the cash request analysis monthly to the Senior Finance Analyst.
  • Ensure that there are sufficient financial resources in the bank accounts, petty cash, and emergency fund.
  • Ensure there is an appropriate segregation of duties within the treasury function.
  • Ensure that the treasurer process timely payments.
  • Provide advice to minimize the risk of foreign exchange losses.

Job Duties and Responsibilities (continued)

  • Ensure timely reporting and invoicing to member National Societies, if applicable.
  • Update the treasury policies at the country delegation.

Shared Office and Service Costs

  • Provide technical support to the project managers during the preparation of the shared office and service costs budgets.
  • Gather the required information to fill in the calculation spreadsheet (fed budget).
  • Explain to each project manager of the related function the results of the analysis.
  • Ensure that the appropriate bookings are taking place monthly.
  • Coordinate revisions when it is required.
    Provide advice on how to achieve value for money.

Balance Sheet items review and reconciliations.

  • Ensure there is a timely validation of the transactions.
  • Ensure that the finance officers provide reconciled account statements of the outstanding balances of staff and National Society
  • Ensure that other balance sheet items are reconciled (e.g., pre-payments, guarantee deposits, supplier balances, etc.)

Month end close routines.

  • Ensure that all the routines related for the closing of the month have been successfully run.
  • Ensure completion of the month-end close routines within the deadlines.
  • Conduct the preparation of the required checklists and review of the exception reports.

National Society Development

  • As subject-matter expert, advise the Finance team on strategical engagement with the NS capacity building and development in matters of expertise (Record keeping, accounting, financial reporting, financial management, etc.), including:
    • Assessment of their capacities (in coordination with Country Office and Regional Finance teams);
    • Leading in the identification and agreement with NS on areas for relevant direct support;
    • Providing expert advice on key policies, procedures and processes;
    • Sharing relevant information on international standards and norms, good practice, etc. in key areas of financial management and accountability;
    • Introducing National Society leadership to external partners who may support the development of the National Society;
    • Promoting peer-to-peer support with a view to the development of National Societies in the Region; and
    • Following-up with National Society on implementation of their plans to develop their capacities;
  • Support NS in strengthening their internal control environments, while finding constructive ways to collaborate, enabling humanitarian programmes and operations while meeting accountability standards to donors.
  • Raise awareness with affected NS of key areas of financial risk, including fraud and guiding NS to related training and policy guidance.
  • Conduct ad-hoc training/workshops to National Society staff in finance related matters.

Audit Support

  • Coordinate with the relevant finance teams the provision of documentation and responses for the internal and external audit;
  • Review draft Management Letters/internal audit reports and advice on appropriate, after consultation with the regional head of finance and administration,
  • Follow-up on implementation of Control Deficiencies/Performance Improvement Observations resulting from external and internal audit reports, and provide timely reports of update; and,
  • Advise internal auditors on areas that deserve focus due to high risk. In support of the implementation of internal and external audit recommendations.

Effective managing and development of staff

  • Build and maintain a structure that delivers quality services to all the related stakeholders.

Education

Job Duties and Responsibilities (Continued)

  • Improve the knowledge and skills of the unit staff periodically (e.g., training, coaching)
  • Develop a culture of problem-solving mindset, accountability, and integrity among the team members.
  • Facilitate the deployment of staff to missions to provide support to others and to enhance their experiences.
  • Ensure that the country finance unit staff delivers their tasks timely and meeting the expected quality and budget.
  • Recruit, supervise, train and coach the finance team members on finance matters.
  • Pursue the professional growth of the staff (e.g., delegate positions).

Relationships with other stakeholders

  • Liaise with project managers and unit staff to provide effective services to contribute to the achievements of the plan and budget.
  • Liaise with the assigned finance analysts to get advice, orientation, support on technical matters and provide feedback to the findings observed in the monthly field returns, accounting, and financial matters.
  • Liaise with the Finance Officers to get support to accomplish the tasks and overall objectives and keep her/him informed about progress or challenges.
  • Liaise with the Regional Head of Finance and Administration to highlight urgent matters, provide solutions, and ensure compliance with the IFRC policies, procedures, and processes as well as with the IFRS.
  • Support auditors in terms of clarification or providing supporting documentation.
  • Liaise with the Risk Management Delegate to monitor the identification of risks, classification, and implementation of mitigation actions (when necessary)
  • Liaise with the member National Society on financial related matters.
  • Conduct briefing and debriefings with unit staff.

Administration Functions

  • Develop and maintain clear and efficient Country Office administrative procedures.
  • Provide overall supervision to the Country Office Administration 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.

 

 

Duties applicable to all staff

  1. Actively work towards the achievement of the IFRC Secretariat’s goals
  2. Abide by and work in accordance with the Red Cross and Red Crescent principles.
  3. Perform any other work related duties and responsibilities that may be assigned by the line manager

Experience

Education

  • Relevant university degree (Master 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 3-5 years in finance and administration management position - Required.
  • Minimum of 3 years work experience with an International Organisation, international non-governmental organization, NGO and/or government development agency - Required.
  • Experience working with the International Red Cross / Red Crescent Movement - Preferred.
  • Experience in Team Management and remote support - Required.
  • Experience in plan and budget, financial analysis and statements, reporting and treasury management, external financial audit - Required.
  • Experience working in multicultural environment - Required.

Knowledge, Skills and Languages

  • Service minded, ability to lead, delegate and manage - 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 highest integrity in personal capacity and at team level - Required.
  • High degree of discretion, tact and sensitivity with internal and external stakeholders - Required.
  • Good representation, negotiation, networking, interpersonal and communication skills - 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 and administration management matters, contributing to a learning culture, sharing knowledge and engaging partners - Required.
  • Supervisory and coaching skills (i.e., able to identify areas of improvement and collective well-functioning) - Required.
  • Skills in training and developing staff - Preferred.
  • Ability to work and lead in a multi-cultural, multi-lingual and cross-functional environment - Required.
  • Fluent spoken and written English and French - Required.
  • Good command of Arabic - Preferred.

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.

Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others.

Managerial competencies: Managing staff performance; Managing staff development.

 

 

IFRC ensures equal employment opportunities.

This vacancy is now closed.
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