Delegate, Finance and Administration (International) – Libyanjobs

Job Overview

Delegate, Finance and Administration (International)

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Vacancy No. S06011
Contract Type International
Application Deadline 07-May-2024
Job Posted on 23-Apr-2024
Country LIBYA
Duty Station Temporary Based in Tunis with Regular Travel to Libya
Duty Station Status Non Family Duty Station
Duration 7 Months
Accompanied Status Non-Accompanied
Grade C1

Organizational Context

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 with a view to preventing and alleviating human suffering and thereby contributing 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), together with its member National Societies and the International Committee of the Red Cross (ICRC). The IFRC’s work 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 is 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. Together, 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.
The IFRC Regional Office for Middle East and North Africa (MENA) based in Beirut supports 17 National Red Cross and Red Crescent Societies’ efforts to implement the humanitarian mission responding to both man-made and natural hazards and to become effective contributors to the work of the International Red Cross and Red Crescent Movement.
The regional office’s support for National Societies has also increasingly focused on capacity building for effective service delivery.
The National Red Cross and Red Crescent Societies of the MENA region are striving to advance the shared agenda of serving humanity in the common mission of improving the lives and livelihoods of the most vulnerable people. Fundamentally, the mission focuses on alleviating human suffering often caused by disasters, diseases, and other factors that increase exposure to risks in various ways.

Job Purpose

On September 10, 2023, the northeastern region of Libya was struck by Storm Daniel, resulting in severe weather conditions characterized by powerful winds and sudden heavy rainfall. This inclement weather affected multiple areas, including Benghazi, Tobruk, Toukra, Talmeitha, Almarj, Taknes (Al Jabal Al Akhdar), Al Owailia, Bayada, Albayda, Shahhat, Sousa, and Derna.
The storm had devastating consequences, including the collapse of a dam in Derna, leading to entire neighbourhoods being swept into the sea. It caused significant damage to infrastructure, including the road network, disrupted telecommunications services, and buildings, resulting in the displacement of at least 44,000 individuals.
Large-scale flooding occurred in Libya’s northeast areas, resulting in the loss of lives and extensive infrastructure damage in
several coastal towns and along rivers, including Derna, Benghazi, Al-Jabal Al-Akhder, Al-Marj, Batah, Bayada, Albayda, Shahat, and Sousa.
The Lybian Red Crescent Society (LRCS) teams were on the ground immediately, coordinating closely with the IFRC and
local authorities to assess the situation, support the search and rescue operation and provide help to affected people.

The Finance Delegate is responsible for providing accounting services, ensuring sound internal control, financial reporting, training, and providing advice and support to relevant stakeholders within a comprehensive financial management structure related to the operations he/she is deployed to.

In close cooperation with the National Society Finance Director and under the supervision of the Head of Country Delegation and the Regional Finance and Administration Unit, the Finance and Administration Delegate, will oversee IFRC budgeting & financial planning, financial management and monitoring of income and expenditure for all the IFRC programmes under the Emergency Appeal/Country plans deployed to support.

In addition to the accounting services, the post holder will provide general support and advice to program managers on all program-related financial issues, from budgeting to the final evaluation of the Office, and will ensure efficient financial management.

Job Duties and Responsibilities

Risk Management and Internal Controls

Ensure that a rigorous internal control environment is maintained, including proper segregation of duties.
Ensure that all spending is within the approved ceiling and that no cases of expenses above budget occur at the project/account group level. Ensure that all spending is valid and complies with the IFRC policies and procedures and reject any payment requests or working advance clearances for non-compliant expenses.
Ensure Memorandum of Understanding (MoU)s and project agreements are in place for all national society advances, follow up on dormant balances, and ensure the flow of expenditure clearance from delegates’ working advances.
Support the implementation of finance policies, processes, and procedures.
Support the implementation of internal and external audit recommendations.
Ensure that a financial risk assessment is conducted for project proposals.

Financial Management and Controllership

Manage the funds and financial assets of the delegation assigned under the overall direction of the Head of Country Delegation and the Regional Head, Finance and Administration. This will include cash flow and cost control management and the management of payments, cashier, bank signatory and payroll functions.
Manage the monthly financial cycle within the deadlines without significant error and maintain the accuracy of the numbers, resulting in satisfactory audit reports and positive evaluations of the financial aspects of the operations.
Record and report separately on Emergency Appeal operation financial commitments (external MoUs, pipeline purchase orders, program commitments, etc.) and be fully aware of possible commitments and planned ventures.
Monitor and follow up on delegation income and pledges, identify overdue pledge payments or dormant pledges and timely indicate underspending and the requirements for possible time frame extensions. Ensure that all donor reporting requirements (financial) are met within the deadlines and that the accuracy, integrity, and timeliness of the reports are maintained. Eliminate any dormant projects.
Act as Finance Controller to safeguard the Federation’s legal obligations and commitments and make logical and financially sound decisions. Track donor balances and ensure appropriate expense coding.
Provide comprehensive technical review and advice on donor grants and proposals to senior management and Strategic Partnership and Resource Mobilization Regional Unit (SPRM) colleagues prior to the signing of the agreement. Finance validation is crucial to concluding the agreements.
Coordinate the preparation of operating and programme budgets.
Manage the Budgeting Cycle (Appeal, Operating Budgets, and project ceilings) and ensure that detailed, realistic, and achievable budgets are presented for the delegation.
Provide advice to managers on budgetary matters.
Manage the day-to-day processing of transactions in accordance with established procedures.
Manage the cash and bank payments and the provision of accounting services.
Perform the month-end financial close process, if needed.
Provide expertise and advice to project management on an ad hoc as the required basis on financial management matters pertaining to operations and programmes.
Monitor financial key performance financial indicators monthly and provide advice and/or instruction to managers on how to improve.

Job Duties and Responsibilities (continued)

Financial Reporting

Prepare financial reports for management purposes.
Prepare donor financial reports on an ad hoc, as required basis.
Support programme and year-end audits.

Treasury Management

Effectively manage the funds available for programmes and operations consistent with organizational policies and with a view to minimizing risk of loss.
Monitor field bank account balances.
Prepare accurate and timely cash requests.
Ensure timely reporting and invoicing.
Manage bank account balances to minimize foreign exchange volatility on cash for programmes and operations.

Administration

Ensure effective management, maintenance, and compliance of a documented system of administrative policies and procedures for the IFRC in the region and monitor and oversight administrative operations of field offices to ensure minimum and consistent standards are applied throughout the organization.
Manage cost-effective general services that enhance productivity, including transportation, accommodation, translation, and interpretation, archiving and filing, health and safety, security, welcome service, travel, conferencing, and other ancillary services. This includes providing outsourced functions when relevant (cleaning, gardening, catering, printing, and security).
Ensure that people and activities are properly insured per the IFRC regulations and country legal requirements with the support of a local lawyer and report timely incidents to the Insurance Unit in Geneva.
Supervise the daily management of IFRC buildings, maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management, and ensure the development and implementation of a green and sustainable strategy.
Ensure the effective selection and management of agreements (office equipment, leases, rental agreements…, etc.) and their upload in the e-contract system.
Ensure effective record keeping of all financial, administrative and assets’ inventory and use the e-record system.
Provide administrative and logistical support to statutory meetings in the region upon request.
Lead Administrative Supplementary Services provision in the Region, including ensuring service standards are maintained.

Communications

Represent the IFRC on an ad hoc as required basis at meetings with members and donors.
Maintain regular and proactive dialogue with internal and external stakeholders regarding relevant finance and matters.

Training and Team Management

Liaise closely with the Technical Manager, Regional Head of Finance and Administration, keeping him/her updated on all significant financial issues pertaining to the country operation of the assignment and seeking advice/input/instruction as required.
Be proactive and customer-focused in the work, resolve issues and suggest solutions, drive the processes forward, seek assistance from the appropriate sources, and encourage the finance function to be seen as an integral part of Operations Management.
Provide/coordinate training on financial matters for various stakeholders as requested/required.
Recruit, train, and supervise finance staff to ensure tasks and functions are completed promptly and efficiently, within acceptable levels of quality and cost.

National Society Development

Supporting, as necessary, member National Society development in matters of expertise (i.e., records keeping, accounting, financial reporting, and financial management).

Education

Relevant university degree and/or extensive professional qualification/experience in finance, administration, accounting, or auditing – Required
Qualification in business administration or auditing – Preferred
Basic Delegates Training Course or equivalent knowledge – Preferred

Experience

At least 3-5 years of relevant professional experience working in an administration, finance, or accounting role, with a minimum of 1-2 years in an international setting – Required
Experience in managing and supporting staff – Preferred
Experience in supporting an RC/RC society on finance management and computerized financial systems – Preferred
Extensive experience of budget preparations, cash-flow statements, and financial plans – Required
Extensive experience in writing financial reports – Required
Extensive experience in commercial and contractual systems – Preferred

Knowledge, Skills and Languages

Self-driven with good organizational, coordination and time management skills, with the ability to work with tight deadlines and under pressure. – Required
Highly developed analytical skills and solution-focused mindset.- Required
Self-supporting in digital and software (including MS Office Suite including Excel, internet, accounting software, etc.).- Required
Knowledge and experience of Business Objects, Units4 Financials and Fed Budget – Preferred
Experience with and ability to use manual accounting systems – Required
Strong skills in developing, training and coaching staff (i.e., able to identify areas of improvement and collective well-functioning). Solid and tested team coordination and/or support skills.- Required
Experience with the International Red Cross and Red Crescent Movement – Preferred
Able to present financial information clearly, orally and in writing – Required
Cultural sensitivity and ability to work in a cross-cultural and cross-functional environment as well as to communicate in such environment. – Required
Fluent spoken and written Arabic and English – Required
Good command of another IFRC Official language – Preferred

Competencies, Values and Comments

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.

Values: Respect for diversity; Integrity; Professionalism; Accountability.

The IFRC is an equal opportunity employer.