Finance and Admin Officer – Lebanon Delegation

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 and PRCS- Lebanon Finance Director, the Finance and Administration Officer, under the supervision of the Head of Country Delegation and the Regional Finance and Administration Unit, will oversee 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.

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

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.
• Provide information about the status of reports to the finance analyst.
• 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
• Book the expenditure reallocations when it is necessary
• 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
• Provide feedback to the project managers when findings have been identified in terms of documentation that does not meet the requirements or transactions that are not within the approved budget
• 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

Treasury

• The post will be responsible for the monthly cash request analysis submission.
• Ensure there are sufficient funds
• Preparation of bank account reconciliations
• Conduct petty cash counts (surprise or planned)
• Ensure that daily, weekly and monthly petty cash counts are being done
• Ensure that the payments are done on a timely basis
• Coordinate the opening and closing of bank accounts (If necessary)
• Support the preparation of accurate forecasts to avoid financial losses

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.
• Shared Office and Service Costs
• Explain to each project manager the methodology and results.
• Provide interpretation of the management report to the Head of the Country Delegation
• Book all the transactions in the accounting system.
• Balance Sheet items review and reconciliations
• Ensure the same amount that was counted match with the amount reflected in the accounting system.
• 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 within the deadlines
• 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

Monitor the status of soft pledges

• Highlight any potential risks (e.g., fraud, deficits, integrity of transactions, etc.)
• Record and report separately on Emergency Appeal operation financial commitments and be fully aware of possible commitments and planned ventures
• Timely indicate underspending and the requirements for possible time frame extensions.
• Ensuring the functioning and 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
• 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.
• Arrange travel and accommodation for visitors according to agreed processes and procedures.
• Coordinate and manage effective information management systems, including filing , guidelines/policies, databases, and correspondence
• Ensure competent management of all contracts, agreements, MOUs, and other legal documents

Office 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
• Review and ensure that the staff in the Office files their documents following the standardized filing system for offices in the Field
• Organize transportation for meeting participants

Relationships with other 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 administration, accounting staff or finance officers of other offices
• 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
• Conduct briefing and debriefings to unit staff under his/her portfolio

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 
• 2+ years of field experience in a humanitarian organization. - Preferred
• Experience in personnel management. - Preferred
• Experience in project financial management’s support. - Required 
• Red Cross / Red Crescent movement, other international organization, large NGOs, and governmental development agencies. - Preferred

Knowledge, Skills and Languages

• Good stress management skills. - Required
• Excellent analytical skills and solution-focused person. - Required
• Excellent communication skills. - Required
• Good management skill. - Preferred
• Time Management skills. - Required
• Fluent spoken and written Arabic. - Required 
• Fluent spoken and written English. - Required 
• Good command of another IFRC official language (French). - 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

IFRC provides equal employment opportunities