IFRC Finance & Administration Officer 

IFRC Finance & Administration Officer 

The Syrian Arab Red Crescent (SARC) is an independent humanitarian organisation of public utility, is permanent and continuous, and has a legal entity and enjoys financial and administrative independence.
SARC was founded in 1942 according to the decrees No/540/ 1942 and No/117/ 1966 which regulate the Organisation’s work. It was recognized by the International Committee of the Red Cross in Geneva (ICRC) in 1946, and is committed to upholding the Geneva Conventions and the seven Fundamental Principles of the International Movement of Red Cross and Red Crescent National Societies. 

Vacancy opening date: 08/07/2024 

Vacancy closing date: 13/07/2024 

Interested candidates are requested to send their updated CV in English and must be PDF File Only, otherwise will be rejected.  

To career@sarc-sy.org E-mail,  

Subject “IFRC Finance & Administration Officer – HQ”.  

Based In Damascus – Abou Remmaneh 

Any resume without Subject will be automatically rejected. 

Only short-listed candidates will be contacted. 

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a 191-member National Societies (NSs) network. The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs to prevent and alleviate human suffering and thereby contribute 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), 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, the Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegations and country delegations throughout the world. The Geneva Headquarters and the field structure (regional, cluster, and country) comprise the IFRC Secretariat. 

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. Based in Syria regional office, Damascus , Syria , the incumbent will be part of the regional office administration unit. 

Job duties and responsibilities 

Protocol and official paperwork management 

• Manage the international staff residencies file including submission of documents to the relevant Governmental entities, timely follow-up on issuance, renewals, and cancellations. 

• Prepare and submit official letters related to access  IFRC drivers. 

• Handle any relevant file that requires signature, stamping, and approvals from the Ministry of Foreign Affairs (MoFA), and other relevant Governmental entities. 

• Maintain enhanced professional relationships with all relevant authorities’ staff for timely and well-processed paperwork submission/management. 

Administration related procurement  

• Conduct a market assessment to identify suppliers in different aspects of the administration procurement.  

• Keep and update an index of potential suppliers and service providers. 

• Undertake administration related procurement requests for the Syria Office where need be, such as – but not limited to – office maintenance, events management, printings, translation, interpretation, library and souvenirs items, vests, etc. 

Fleet Management: 

• Ensure the day-to-day maintenance of the fleet RO and Syria Office),  manage their preventive maintenance in coordination with drivers and integrated National Societies members focal points where applicable, follow up on their repair and accident process when needed. 

• Update/use fleet wave system regularly as follows: Report fuel, maintenance, repair, and accidents, add/retrieve drivers’ detail, completely new vehicles registrations, extract reports every quarter to compare the fuel consumption and the fleet’s running costs. 

• Manage new vehicles registration process and vehicles sales in the country (Syria) in coordination with the regional procurement department and the fleet base in Dubai. 

• Manage the installation and de-installation of vehicles equipment and manage the related procurement processes. 

• Organize the test drives for all new delegates and staff driving IFRC vehicles, including National Societies members, and prepare the drivers’ authorizations. 

• Liaise with MENA focal point in IFRC fleet base in Dubai for pending issues. 

• Coordinate with the security unit when needed (e.g., driver’s missions’ conditions) 

• Managing Power Generators maintenance and fuel replenishment in addition to after working hours support and uploading the logbooks on fleet wave 

Filing and Archiving   

• Act as focal point for filing and archiving in the Syria office and as support in the country, following the IFRC standardized filing system.  

• Train relevant colleagues in the Syria office on the use of the latest filing and archiving system and support them where needed to complete the necessary steps. 

• Ensure the standardized filing and archiving system is constantly used and updated in administration and all departments of the regional office. 

 Accounting and filing 

• Ensure daily data input of the transactions into the financial system.  

• Check that financial codes are correct before booking the transactions and inform line manager of any codes that are unavailable in the system. 

• Monitor and organize the documents and files, according to the standard filing system. 

• Validate the transactions and post them to the books every day. 

• In coordination with the Finance and Admin Coordinator, provides input to the completion of the delegation checklist.  

Validations of transactions 

• Validate the transactions according to IFRC policies, and procedures (e.g., Expenditure Authorization procedure and others). 

• Provide feedback to the requester if there are findings during the validation process that require corrections. 

• Prepare the Regional Director’s retrospective authorization on a quarterly basis for the review of the Finance Manager. 

• Working Advances  

• Review and validate the clearances received from the National Societies or IFRC staff. 

Cash and Bank Responsibilities 

• Cash: Recording data into the in-tray for efficient organization and tracking. 

• Bank: Managing the processing of bank documents to ensure accuracy and compliance with established procedures. 

 Others 

• Be part of the after working hours administrative support in case of urgent needs. 

• Act as back up for admin colleagues as per the administration job tasks list (including different administrative tasks, ie official paperwork management, etc.) 

Duties applicable to all staff 

Position Requirements