finance officer with IFRC

(Department / Regional Office / Delegation… etc.)

(if applicable)

(if applicable)

(if applicable)

(if applicable)

IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi); the Americas (Panama); Asia Pacific (Kuala Lumpur); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe.

The IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

This position is part of the IFRC Syria Country Delegation Finance and Administration Unit.

The position holder works with the program/operations team to oversee regulatory compliance as it pertains to banking, taxation, and other financial regulations in Syria.

·         Have a deep understanding of the financial Federation policies and procedures

·         Advise project staff in the appropriate interpretation of the financial procedures and policies

·         Provide feedback to project managers on documentation submitted with incorrect coding or inadequate supporting documentation

·         Provide feedback to their line manager about improving the existing policies, processes, or procedures.

Financial Reporting

·         Support the finance and administration coordinator in performing a periodic review of the transactions booked to the projects while ensuring the accuracy of the transactions entered the accounting system. This will facilitate the preparation of financial reports.

·         Support the finance and administration coordinator in monitoring the donor reports list to send the reports to the donor before the due dates.

·         Support the finance and administration coordinator in verifying that the transactions have been processed according to the IFRS (International Financial Reporting Standards) and the IFRC (International Federation of Red Cross) policies and procedures, and donors’ requirements.  It is also essential to ensure that the donor requirements have been met.

·         Support the finance and administration coordinator in providing information about reports to the finance analysts to meet with other departments to discuss the overall situation of the financial reports of your respective portfolio.

·         Support the finance and administration coordinator in preparing income or expenditure reallocations with the project manager’s approval to ensure that the reports can be sent to the donor accurately.

Budgeting

·         Provide technical support and advice to the project managers and programme staff during the preparation and revision of budgets.

·         Provide an analysis of actual expenditures vs. budgets, with a respective analysis of the variances (if any) and recommendations.

·         Coordinate the expenditure reallocations when it is necessary to align planned expenditures vs. the budget lines

·         Prepare outlooks in terms of the estimated expenditures of a project to complement the information provided to the project manager

Validation of transactions

·         Ensure that all the transactions related to their portfolio are validated following the policies and 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 on the timely submission of documents within the expected dates.

·         Coordinate the submission of monthly account statements to the staff to reconcile the balances and obtain the reimbursement or the settlement of the liability

Treasury

·         The position will be responsible for the monthly cash request analysis submission

·         Ensure there are sufficient funds in the Country Delegation

·         Manage appropriately the transfers of funds between bank accounts to minimize foreign exchange risks due to currency revaluations

·         Prepare periodic cash flows

·         Preparation of bank account reconciliations

·         Conduct petty cash counts (surprise or planned)

·         Ensure that daily, weekly, and monthly petty cash counts are being done.

·         Conduct emergency funds counts (surprise or planned)

Shared Office and Service Costs

·         Support the finance and administration coordinator in providing technical support to the project managers during the preparation of the shared office and service costs budgets

·         Support the finance and administration coordinator in gather the required data to fill in the calculation spreadsheet

·

·         Support the finance and administration coordinator in coordinating the revisions, when it is required.

·         Support the finance and administration coordinator in providing the interpretation of the management report to each related project manager with a related project

Accounting verification

·         Review the accounting transactions booked in the accounting unit at least weekly to ensure that they reflect adequate coding, clear descriptions, the correct document codes, the correct document dates, and the absence of duplicate entries.

·         Verify that all the transactions are recorded to the books daily.

Balance Sheet items review and reconciliations

·         Ensure the amount that was counted in the petty cash or emergency fund is the same as per the Balance Sheet.  The bank account reconciliation should show a match with the balance shown in the books.

·         Ensure that the finance officers provide reconciled account statements of the outstanding balances of staff or National Societies

·         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 position will coordinate all the routines related to the month’s end (e.g., booking of provisions, forecasts, etc.).

·         This position is responsible for the month’s closing within the established dates.

·         This position will conduct the preparation of the delegation checklist

Financial Analysis

·         Prepare ad-hoc financial analysis per the projects’ demand under their portfolio.

·         Interpret financial indicators to project managers and provide quality advice to increase performance or minimize or mitigate risks.

·         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

·         Pursue the professional growth of the staff (e.g., to 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 Societies on financial related matters.

Conduct briefing and debriefings with unit staff