Jobnumber: S02890

Contract Type: Employee

Closing date: 12-Feb-2023

Posting Start Date: 26-Jan-2023

Location: YEMEN

Duty Station: Sana'a, Yemen

Duration: 12 months

Grade: To be determined

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies 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.”  The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. 

The 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 work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. 

The 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.

The IFRC has five regional delegations in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  The 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.

The F&A Officer will be responsible for maintaining financial integrity, preparing all financial reports efficiently and manage the accounting, finance, and administration components of the program, including petty cash funds and delegation finance, accounting, and administrative activities. 

Job Purpose

The Finance and Administration Officer is responsible, under the overall control of The Head of Country delegation and supervision of the Finance and Administration Manager for the overall Administration & Finance management of IFRC Yemen Country Delegation.  

Job Duties and Responsibilities

Finance and Administration

•  Lead the delegation on administration procedures, maintain and develop administrative procedures as well as manage the archives and records of Yemen Country delegation according to IFRC guidelines.
• Support the delegation in recording financial transactions and act as the finance focal person for the ECHO PPP programme. 
• Organize regular meetings with EUPNS finance team to provide support and to follow up on the financial reporting/ clearances. 
• Support ECHO PPP project manager in preparing the financial reports as per the approved templates provided by GVA. 
  • Manage all outsourced administrative services and maintain good relationships with all stakeholders. 
• Ensure the preparation of the “Welcome” package for arriving staff /delegates/visitors, to include information on the country, security and general information and arrange briefing programme as relevant. 
• Coordinate with logistics to ensure that all personnel have a well-equipped workstation and attend to any requests regarding working-related equipment and furniture.
• Coordinate with logistics department in managing the leases from the contract initiation process to the final handover, making sure that all houses leased are equipped according to the standards list and properly maintained according to the contract with the landlord and IFRC housing policy. 
• Coordinate with Procurement and Logistics department to identify suppliers for different administrative needs.
• Ensure timely renewal, termination and payment of lease agreements after consultation with the Finance and Administration Manager/ Head of Country delegation. 
• Documentation management including preparation, tracking and ensuring proper filing systems are in place for Yemen Country Delegation.
• Maintain high level of confidentiality at all levels of work. 
• Support Finance department to ensure all relevant procurement invoices are processed/reviewed in the accounts payable system for timely payment. 
• Support Finance department in preparing Field returns files to be submitted to the Regional Finance Unit in accordance with the deadlines. 
• Petty Cash Transactions and payment Authorizations 
• Ensuring that all cash transactions are correctly authorized   and fully documented prior to being paid by the country cashier/assistant   staff.
• Follow up on the cash reimbursement of private calls by delegation staff.
• Monitor the delegation petty cash balances, and advice   on any need to re-feed the petty cash on a timely manner. 
• Monitor of the monthly cash count and obtain the required management signature. 
• Preparation of the delegation payment authorizations for signature, ensure that all supporting documentation is attached
• Ensure that all payments are validated by Finance and Administration Manager and approved by the Budget Holders.
• Any other related tasks assigned by the line manager or HoD

Job Duties and Responsibilities (continued)

Duties applicable to all staff

1. Actively work towards the achievement of the Federation Secretariat’s goals 
2. Abide by and work in accordance with the Red Cross and Red Crescent principles
3. Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

• University Degree - Required
• Studying for professional /academic qualification in finance or accounting -Preferred

Experience

• Minimum of 5 years work experience in an administration and financial roles - Required
• Experience of working for the Red Cross/Red Crescent/NGO/INGO - Preferred
• Experience of working with Federation online systems and software -Preferred

Knowledge, Skills and Languages

• Advanced skills Windows, spreadsheets, word processing and accounting packages -Required
• Knowledge and experience of ERP software -Preferred

LANGUAGES

• Fluently spoken and written English -Required
• Good command of another IFRC official language (French, Spanish or Arabic)- 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