Haiti Finance Coordinator
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, providing assistance without discrimination as to nationality, race, religious beliefs, class or political opinions. The IFRC carries out relief operations to assist victims of disasters, and combines this with development work to strengthen the capacities of its member National Societies. The IFRC's work focuses on four core areas: promoting humanitarian values, disaster response, disaster preparedness, and health and community care.
Purpose of the position:
The Finance Coordinator integrates the Support Services management team and is accountable, under the direction and guidance of the Head of Support Services, for creating financial value, optimizing support and positioning the Finance Team as “business partner”.
Description of duties:
1) Coordinate the strategic direction and operational services for the economic, efficient and effective management of the International Federation financial resources and promote cooperation between these operating and participating national societies
a) Actively participate, query and highlight on any perceived/ possible financial risks in relation to contracts, memoranda of understanding or agreements
b) Pursue from contractual agreements to practical implementation of the financial procedures to ensure satisfaction in terms of proper financial control
c) Track, monitor and control financial commitments
d) Support the NS in the preparation of the financial data for the Federation Wide Report
e) Ensure that the transactions are performed in compliance with the financial or accounting procedures and policies
f) Verify that the transactions are performed respecting the donor conditions
2) Coordinate the budgeting process in Haiti
a) Coordinate the budget preparation among project coordinators and finance staff
b) Provide quality technical advice to the project managers in the preparation of their budgets
c) Develop tools that facilitate the work to gather the financial data and prepare the budgets
d) Provide guidance in terms of trends analysis to give better estimations for the budgets
e) Lead the budget revisions and advise on their realism, consistency and compliance
f) Review and validate the finance section of funding proposals to ensure that it includes all the associated costs and therefore the IFRC is fully recovering all the costs
g) Review staff requests against the budgets before submitting it for approval to the Finance Advisor
h) Monitor the level of implementation of the budgets and provide feedback to the management team in Haiti
3) Oversee the preparation of accurate and timely financial reports
a) Coordinate the donor financial reporting process ensuring that the reports are prepared and send to the donors before due dates
b) Advise and provide timely and accurate financial information to management team, assisting them to interpret and understand the financial information that allow them to take better decisions based on the current and future situation
c) Coordinate the provision of regular management reports to allow the project managers to review and monitor effectively their projects and make effective operational decisions
d) Conduct regular meetings with the management team and programme coordinators to explain the overall finances together with the finance delegates
4) Safeguard and optimize the use of financial resources trough an appropriate internal control environment, with an emphasis on:
a) Finance and accounting policies and procedures
b) Effective budgetary control
c) Effective oversight of bank and cash portfolio
d) Coordinate with the ZFU the development and implementation of adequate policies for the treasury and cash management
e) Implement corrective actions to manage the financial risks
5) Oversee audit processes
a) Prepare for, facilitate, and ensure smooth processes
b) Provide direct input to these reviews and clarify queries at source
c) Provide feedback on formal basis for management input to the final documents
d) Follow up on outstanding issues
e) Accept recommendation and ensure implementation of them
6) Support, assist and advise the operating national society in
a) Advice the NS how to improve the financial reporting component of its operations (e.g. working advances)
b) Training the key finance staff of the NS
c) Ensuring alignment with International Federation guidelines and policies and provide advice in the use and benefit of international accounting standards
7) Manage and control the funds and financial assets of the operation. This includes cash flow and cost control management as well as the management of the payments, cashier, bank signatory and payroll functions
a) Develop policies to avoid unnecessary risks from either exchange rate fluctuations or physical losses
b) Review cash request analysis and ensure that the office is having enough cash to run its activities
c) Provide consolidate cash forecasts and pursue forecasting system
8) Maintain accurate registers of the assets and property of the delegation, and ensure that accurate office systems are in place and maintained
9) Ensure that an accurate accounting, authorization & internal control procedures environment exist
a) Ensure that expenditures are within approved limits for each project
b) Coordinate the validation of the maximum amount that a project is allowed to spend to avoid expenditures in excess of these limits c) Analyze, investigate, address and report significant variances
d) Supervise that the expenditures are according to the budgets, address and highlight any item of non-compliance with financial procedures and report as appropriate
10) Build and maintain knowledge and understanding of the in-country activities of the components of the International Red Cross and Red Crescent Movement
11) Manage direct line reports and assigned resources (financial, equipment, etc.) soundly
a) Lead, direct and motivate staff to ensure the highest level of performance in their respective areas of responsibility, ensuring quality service, compliance, accuracy and timeliness
b) Focus the finance team to ensure alignment of the finance function with priorities and objectives
c) Ensure the finance team is adequately resources with competent personal that are properly recruited, trained and managed
d) Ensure the appropriate organizational structure is in place with adequate training, support and advise staff on financial or accounting matters
e) Be actively involved in succession planning and in ensuring match of skills and experience to positions requirements
12) Provide feedback of opportunities to raise funds
13) Represent the International Federation and liaise with counterparts from participating national societies and the ICRC as well as external partners, such as UN agencies (especially clusters), NGOs, donors, bilateral and multilateral organizations and missions active in the country within the mandate of the key tasks and responsibilities set in this job description
14) Deputize for the Head of Support Services when requested during his/her absences (if it is required)
15) Monitoring of Key Performance Indicators in order to ensure that there is an adequate financial management of the projects at all levels
16) Monitoring of the items in the balance sheet to ensure all of them are reconciled, properly booked and there is no dormant balances
17) Monitoring of the closing of the month to ensure that the accounting is accurate and update. It includes that the finance staff are meeting the deadlines to close the accounting as per the global time table
18) Supervise that the income or expenditure reallocations process are completed on time
19) Preparation of ad hoc analysis to the management team (e.g. financial implications and budgets for the exist plan, allocation of shared costs, etc.)
20) Monitor that the provision of supplementary services are being done according to the procedures and we are collecting the invoices on due time. If not, it should be escalated to seek for a solution
Duties applicable to all staff
Actively work towards the achievement of the Secretariat’s goals
Abide by and work in accordance with the Red Cross/Red Crescent principles
Perform any other work related duties and responsibilities that may be assigned by the line manager
Lateral Relationships:
Ensure effective working relationship with the Services Coordinator in Haiti and the Finance Manager in Panama
Ensure effective working relationships with National Society counterparts and leadership
Ensure effective working relationships with head of missions of Participating National Societies and of ICRC
Ensure effective working relationships with technical teams and services units and departments at zone and global secretariat level
ACCOUNTABILITY:
To ensure efficient and effective management of Federation resources in the operations/programmes under responsibility
To ensure that the International Federation Secretariat, through the relevant counterpart, is kept fully informed on developments in the country and on the operations/programmes under responsibility
To ensure compliance with Movement and International Federation policies and Secretariat management policies, procedures, processes in the area of operation
To seek management and policy advice and guidance as required
Education:
Basic Delegates Training Course or equivalent knowledge
Relevant university degree or equivalent qualification in finance or accounting
Relevant advanced university degree (master`s or equivalent) or equivalent qualification in business administration or auditing, preferred
Languages;
Fluent in French and English, required ; Fluent in Spanish and/or Creole, preferred
Experience:
7 to 10 years finance management and accounting experience
3 to 7 years experience in preparing budgets, cash flow statements and financial plans
3 to 7 years experience in large complex operations
3 to 7 years experience in working for a humanitarian aid organization in a low-income least-developed countries
3 to 7 years managing staff
Familiarity with current standards and guidelines for humanitarian emergency response- in particular Sphere - Preferred
Acquainted with International Federation policies, procedures and systems - specially with Secretariat accounting systems, preferred
Volunteer and/ or work experience at national and/or international level in the RC/RC, preferred
Skills:
Excellent communication and coordination skills
Good analytical skills and solution focused person
Demonstrable accountability
Ability to work well in a multicultural team
Excellent stress management skills
Self-supporting in computers (Windows, spreadsheets, word-processing, email, etc.)
The Federation is an equal opportunity employer.
In order for us to assure a proper comparative evaluation of your application for this vacancy and to enable us to consider your profile against other similar current and future vacancies, we ask that you submit your application through JobNet.
Please apply directly to https://jobnet.ifrc.org and refer to Finance Coordinator 2011-268-fld or follow the link below : https://jobnet.ifrc.org/public/hrd-cl-vac-view.asp?jobinfo_uid_c=2679&va...
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