Finance and Admin Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its 192-member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), IFRC is part of the International Red Cross and Red Crescent Movement. IFRC works to meet the needs and improve the lives of vulnerable people before, during, and after disasters, health emergencies, and other crises. IFRC’s work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity, and universality), policies and by Strategy 2020, which voices our collective vision and determination to move forward in tackling the significant challenges that confront humanity in the present decade. The IFRC Secretariat has a decentralized structure: five regional offices (each with several country clusters support teams and country offices reporting to it) covering the globe and responsible for frontline delivery through National Red Cross and Red Crescent Societies, backed by the Secretariat HQ based in Geneva. The position holder will be located at the IFRC country office in Beirut, Lebanon., She/he will report to the Head of the country office. The position will have a technical line to the regional Head of Finance and Administration. Situational Context The Lebanon country office based in Beirut supports the Lebanese Red Cross and the Palestinian Red Crescent -Lebanon branch. IFRC country office support is provided at strategic and operational levels. It has a coordination role among the partners and provides services to members National Societies.

Job Purpose

The Finance and Administration Officer is responsible for providing administrative support, as well as accounting services, for ensuring internal sound control, financial reporting, training, and providing advice and support to relevant stakeholders within a comprehensive financial management structure, which is related to all operations of the Lebanon Operations. In close cooperation with the LRC Finance Director, the Finance and Administration Officer, under the supervision of the Country Representative and the Regional Finance and Administration Unit, will be in charge of IFRC budgeting & financial planning, technical support in financial management and monitoring of income and expenditure for all the Federation programs under the Lebanon Operations/Country plan. In addition to the accounting services, the post holder will provide general support and advice on all program-related financial issues from the budgeting to the final evaluation of the Office and provide efficient financial management.

Relationships with stakeholders:

• Liaise with project managers and unit staff to provide adequate services to contribute to the achievements of the plans and results
• Liaise with the assigned senior 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 Head of Finance and Administration to highlight urgent matters and provide feedback on how to improve systems and processes
• Support auditors in terms of clarification or provide supporting documentation
• Provide support in case of long-term vacancies, absence, or illness to ensure continuity of the finance and administration function
• Be proactive, solution-focused oriented, drive the processes forward, seek assistance from the appropriate units, and encourage the Finance and Administration function to be an integral part of Operations Management
• Be prepared to deliver training to IFRC staff, or National Society Staff

Job Duties and Responsibilities

Policies and Procedures

• Have a deep understanding of the financial and administrative Federation procedures that will allow validating the transactions accordingly
• Advise project staff in the appropriate interpretation of the procedures, so the transactions are following them
• Provide feedback to staff on documentation submitted with incorrect coding or inadequate supporting documentation
• Provide feedback to his/her line manager or the Head of Finance and Administration of improvements in policies, processes or procedures
• Incorporate risk management framework and control mechanisms in the operation
• Ensure that Federation Internal control is in place, and continually review to identify possible areas of weakness in financial controls within the system, implement changes to address them
• Provide training and disseminate the Fraud and Corruption Prevention Policy Financial Reporting
• Performs a periodic review of the transactions posted to the projects to ensure the accuracy of the transactions entered into the accounting system
• Monitor donor reports list and provides and submit the complete report prior the due date
• Verifies that the transactions process occurs according to the IFRS (International Financial Reporting Standards) and the IFRC policies, procedures, and they follow the donor requirements.
• Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity, and timeliness of the reports are maintained.
• Prepares income or expenditure reallocations to ensure that the reports can be completed (when it is necessary)

Budgeting

• Provide technical support and advice to the project managers and program staff during the preparation and revision of budgets
• Provide analysis of actual expenditures vs. budgets with its respective comments of the variances (if there is any) and recommendations
• Ensure timely submission of approval requests

Validation of transactions

• Ensure that all the transactions related to his/her portfolio are validated following the expenditure authorization policy and others
• Coordinate with the Logistics Unit on the purchases/procurement and ensure supporting documents are following Federation procedures
• Ensure all accounting transactions are appropriately authorized and documented by original and valid supporting documentation
• Follow up with the project manager or unit staff that the forecasts, journal of expenditures, expense claims and other documents are presented within the established deadlines
• Provide comprehensive technical review/and advise on donor grants and proposals to the program or operations team and PRD colleagues before signing of the agreement.

Treasury

• The post will be responsible for the monthly cash request analysis submission
• Preparation of bank account reconciliations
• Conduct petty cash counts (surprise or planned)
• Support the preparation of accurate forecasts to avoid financial losses
• Manage the cash disbursement process by ensuring adequate control mechanism are in place to ensure transparency of the process and supporting documents

Supplementary Services (if applicable)

• Validate the PNS transactions related to the provision of supplementary services
• Ensure the accuracy of the booking of these transactions
• Prepare the draft invoice and ensure the content matches with the supplementary services report
• Do the necessary corrections if required after the finance analyst has provided his/her feedback
• Liaise with the PNS in case of technical questions

Balance Sheet items review and reconciliations

• Provide reconciled account statements of the outstanding balances of staff and NS
• Ensure that other balance sheet items are reconciled (e.g., prepayments, guarantee deposits, supplier balances, etc.)
• Coordinate that corrections are done on a timely basis

Month-end closed routines

• This post will be responsible for supporting the run of all the routines related for the closing of the month (e.g., currency revaluation, allocation, booking of provisions, etc.) within the deadlines (if necessary)
• This position will ensure the timely submission of field returns

Financial Analysis

• Prepare ad-hoc financial analysis as per the demand of the projects under his/her portfolio
• Interpret financial indicators to project managers and provide quality advice to improve the performance or minimize/mitigate risks
• Highlight any potential risks (e.g., fraud, deficits, integrity of transactions, etc.)
• Record and report separately on Emergency Appeal operation financial commitments (external MoUs, purchase orders, program commitments, etc.) and be fully aware of possible commitments and planned ventures
• Timely indicate underspending and the requirements for possible time frame extensions.

Ensuring efficient delivery of administrative services

• Coordinate the delivery of all general services to ensure a smooth day-to-day running of the Office including telephone/reception, accommodations, vehicles, visas, travel arrangement, housing, transport and work closely with the national society on such arrangements
• Ensure compliance with all the local regulations in the country (e.g., labor law, taxes, social security, pension funds, etc.)
• Identify new accommodations for delegates within the security perimeter as defined and authorized by the Security Coordinator and ensure that all houses leased are equipped and properly maintained. (if applicable)
• Draft and negotiate lease agreements with landlord/real estate agency with the advice of the legal officer. Ensure timely renewal of the agreements
• Develop and maintain precise and efficient country office administrative procedures
• Coordinate and manage effective information management systems, including filing (electronic and hard copy), guidelines/policies, databases, and correspondence
• Ensure competent management of all contracts, agreements, MOUs, and other legal documents

Building Management:

• Keep an accurate record of the inventory of assets, document the procurements or disposals of assets properly, conduct a physical count to ensure the list is reconciled with the physical items
• Verify periodically that the insurance policy is up to date and covers the existing list of assets
• This position should coordinate with the IT responsible staff for the proper insurance of the IT equipment
• Review and ensure that the staff in the Office files their documents following the standardized filing system for offices in the Field

Organization of events:

• Manage the technical set up and the administrative organization of major meetings (interpreters set up, meeting facilities, organization of receptions/buffet/meals, renting of office equipment).
• Organize transportation for meeting participants

Education

• University degree, Master’s Degree in Administration, financial management or accounting – required
• Studying for professional/academic qualification in finance or accounting – preferred

Experience

• 3+ years of experience in the technical area of expertise (finance/accounting and administration) – required
• Experience in Personnel Management – preferred
• Experience in Financial Management – required
• Experience in budget preparation and control ­– required
• Experience in Problem Resolution – preferred
• Excellent practical knowledge of computers (Windows, spreadsheets, word processing, accounting applications, e-mail, Internet) – required
• Experience in working in an International Organization – preferred

Knowledge, skills and languages

• Good stress management skills – required
• Excellent analytical skills and solution-focused person – required
• Excellent communication skills – required
• Good management skills – preferred
• Time Management skills – required

• Fluent spoken and written English and Arabic - required
• Fluent spoken and written French - preferred

Competencies and values

• Results-driven
• Orientation to attention to details
• Strong time management and organizational skills
• Self-motivated, with good judgment and initiative
• Able to work with others under stress sometimes with limited access to necessary facilities