Finance/Admin Officer
 
JOB TITLE: Finance/Admin Officer
EMPLOYER: IFRC DUTY STATION: Azerbaijan
PUBLISHED: 2021-04-07 LAST UPDATED: N/A DEADLINE: 2021-04-22

Job Title- Finance/Admin Officer

Organizational Unit / Duty Station(Department / Regional Office / Delegation..... etc.)- IFRC Country Delegation in Azerbaijan within the IFRC South Caucasus Delegation based in Tbilisi
Immediate Supervisor’s Title- IFRC Operations Manager in Azerbaijan
Technical Manager’s Title (if applicable)- IFRC Finance/Admin Manager in the South Caucasus Delegation, based in Tbilisi

Organizational context (where the job is located in the Organization)

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 offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

The IFRC has been present in the South Caucasus region, including through Country Delegations in Armenia and Azerbaijan since 1992 with large scale humanitarian programmes. Currently, IFRC has a Regional Delegation based in Tbilisi, Georgia that covers three countries in the South Caucasus. Since end of 2020, the IFRC opened a country delegation in Azerbaijan

Job purpose

Reporting to the Operations Manager in Azerbaijan and under the full supervision of the IFRC South Caucasus Finance and Admin Manager based in Tbilisi, the Finance/Admin Officer is responsible to provide financial management and accounting support services to programs and office running budgets, ensuring financial control and financial reporting. The Finance and Admin officer is also responsible for administrative support and smooth running of the office.

Job duties and responsibilities

Risk Management & Internal Controls
• Ensure the application of finance policies, processes, and procedures.
• Support the implementation of internal and external audit recommendations, as necessary.
• Contribute to the design, development and review of financial policies, processes and procedures, as requested.
• Support a financial risk assessment for project proposals, as necessary.
• Monitor budgets regularly and advise relevant staff on budgetary matters.
• Monitor stock, inventory and ensure all purchased items are registered with full details.
• Work closely with NS and ensure that all local procurement follow the IFRC procurement rules and regulations and that supporting documents are in compliance with IFRC procedures (CoC, CBA, Quotations, Approvals, etc.)

Financial Management and Controllership
• Ensure timely opening of IFRC Bank account in Azerbaijan in coordination with IFRC Cluster Office
• Preparation and regular update of operating and project budgets.
• Discuss contracts and payments with third parties in accordance with established IFRC processes and procedures.
• Provide certain accounting services, under the supervision of the South Caucasus Finance and Admin Manager and Head of Delegation / Operations Manager.
• Support budget review and revision process.
• Ensure relevant agreements are processed in eContract platform under close supervision of the South Caucasus Finance and Admin Manager.
• Ensure all required documentation (travel order, working advance, logistics requisition, payment authorisation) and requests are signed and presented to Program coordinator for further processing.
• Prepare journals (petty cash and bank) as per actual expenditures/cheques/bank transactions, and ensure financial month end is done as per IFRC regulations
• Ensure translation of payment cheques where needed.
• Process transactions in online banking platform as assigned.

Financial Reporting
• Prepare ad hoc financial reports and provide timely advice on projects’ financial risks and exposures.
• Ensure timely receipt of the AzRC financial reports for running projects (as per Project Grant Agreement).
• Raise donor financial reports, on an ad hoc, as required, basis or based on planned reporting.
• Support programme and year-end audits.

Treasury Management
• Support the preparation and submission of accurate and timely cash forecasts.

Communications
• Maintain regular and proactive dialogue with internal and external stakeholders with regards to relevant finance & administration management matters.

Administration and Country Office Management:
• Assist Operations Manager to manager the Country Office, including personnel, security, assets, financial assets, and other resources in accordance with IFRC procedures and regulations.
• Ensure strict adherence to accountability and transparency rules.
• Ensure management of Integration Agreements with partner National Societies.
• Monitor stock, inventory and ensure all purchased items are registered with full details.

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

Position Requirements (Required, Preferred)

Education 

- Relevant university degree or extensive professional experience in related field - Required
- Professional qualification in accounting or equivalent - Preffered
- Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, management, etc.) - Preffered

Experience

- Minimum of 4 years work experience in financial and administration fields with an International Organisation, international non-governmental organization, NGO and/or government development agency - Required
- Volunteering or working within the Red Cross / Red Crescent Movement - Preffered
- Developing budgets, plans and financial analysis - Required
- Management of an accounting services function - Preffered
- Communicating financial results to managers - Preffered
- Preparation for, conduct of and/or support to external financial audit - Preffered
- Financial reporting - Required

Knowledge and Skills

- Ability to lead and manage in a diverse cultural context - Preffered
- Highly organised/time management skills - Required
- Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook) - Required
- Advanced knowledge of accounting concepts - Required
- Knowledge of International Financial Reporting Standards or equivalent - Preffered
- Advanced knowledge of financial management and reporting applications (e.g. CODA and Business Objects) - Preffered
- Understanding of treasury management concepts - Preffered
- Financial management skills - Required
- Ability to effectively provide training on financial management matters - Preffered

Languages

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

Competencies (to be filled in by HR)

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

Managerial competencies: Managing Staff; Managing Performance

Applications to be send to the following Email Address: medea.margania@ifrc.org

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