Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). 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.
Jordan is the duty station for this position.
Job Purpose
Under the supervision of the HoD, the incumbent is responsible for providing support to Jordan Country Delegation. This post is responsible for ensuring the delivery of effective and timely accounting, financial, and treasury services at the IFRC Country Delegation based in Jordan, with special emphasis on the project’s financial management support.
Job Duties and Responsibilities
Policies and Procedures
- Have a deep understanding of the financial and administrative federation policies and procedures.
- Advise project staff in the appropriate interpretation of the policies and procedures.
- Provide feedback to staff on documentation submitted with incorrect coding or inadequate supporting documentation.
- Provide feedback to their line manager on improvements in policies or procedures.
- Monitor and organize documents, according to the standard filing system.
- Ensure there is a sound internal control environment is in place (e.g., appropriate segregation of duties in the finance function)
Financial Reporting
- Performs a periodic review of the transactions posted to the projects to ensure they are accurately entered into the accounting system.
- Monitor the donor reports list and submit the report before the due date.
- Verifies that the processed transaction occurs according to the IFRS (International Financial Reporting Standards) and the IFRC policies and procedures and that they comply with the donor requirements.
- Provide information about the status of reports to the senior finance analyst.
- Prepares income or expenditure reallocations to ensure that the reports are ready to submit (when it is necessary)
Budgeting
- Provide technical assistance and advice to the project managers and program staff during budget preparation and revision.
- Provide an analysis of actual expenditures vs. budgets, with respective comments on the variances (if any) and recommendations to the project manager and program staff.
Validation of transactions
- Ensure that all the transactions related to their portfolio are validated following the expenditure authorization policy and other procedures.
- Ensure all accounting transactions are appropriately authorized and documented by original and valid supporting documentation.
- Provide feedback to the project managers when the incumbent identifies findings regarding documentation that does not meet the requirements or transactions that are not within the approved budget.
- Follow up with the project manager or unit staff on the timely submission of the forecasts, journal of expenditures, expense claims, and other documents.
- Prepare the retrospective authorization for the Head of the Country Cluster Delegation on a quarterly basis.
Treasury
- The post will be responsible for the monthly cash request analysis submission.
- Ensure there are sufficient funds.
- Responsible for the administration of bank and cash payments in JOD, USD & CHF currency. This includes, among others, local staff salaries payment, social security, income tax, staff benefits, deductions and delegates DSA.
- Preparation of bank account reconciliations
- Conduct petty cash counts (surprise or planned)
- Ensure that daily, weekly, and monthly petty cash counts are being done.
- Ensure that the payments are done on a timely basis.
- Coordinate the opening and closing of bank accounts.
- Follow up on the cash reimbursement of private calls employees of Jordan Country delegation.
- Register the Forecasts once received.
Supplementary Services
- Validate the Partner National Societies (PNS) transactions related to providing supplementary services.
- Ensure the accuracy of the booking of these transactions.
- Prepare the draft invoice and ensure the content matches the supplementary services report.
- Do the necessary corrections after the finance analyst has provided their feedback.
- Liaise with the PNS in case of technical questions.
- Ensure all the bookings related to services provided have been reflected in the accounting.
Shared Office and Service Costs
- Prepare the budget with the input from the Head of the Delegation.
- Gather the required information to fill in the calculation spreadsheet.
- Explain to each project manager the related function and the analysis results.
- Book the transactions monthly.
- Coordinate revisions of the budgets or rates when it is required.
- Provide the interpretation of the management report to the Head of the Country Delegation
Accounting verification
- Book all the transactions in the accounting system after the appropriate review.
Balance Sheet items review and reconciliations
- Ensure the exact amount counted matches the amount reflected in the accounting system.
- Provide reconciled account statements of the outstanding balances of staff and National Societies
- Ensure that other balance sheet items are reconciled (e.g., prepayments, guarantee deposits, supplier balances, etc.)
- Coordinate that corrections are done on a timely basis.
- Reconcile the suppliers’ balances in the book’s vs the suppliers’ statements of accounts.
Month-end closed routines
- This post will perform the month-end close routines within the deadlines.
- Prepare the delegation checklist with the month-end closing, and submit replies to the checklists A, B, and C received from the Regional Finance and Administration Unit.
Financial Analysis
- Prepare ad-hoc financial analysis per the projects' demand under their portfolio.
- Interpret financial key performance indicators to the project managers and provide quality advice to improve the performance or minimize/mitigate risks.
- Provide financial reports from the ERP to staff members as requested.
Relationships with other stakeholders:
- Liaise with project managers and unit staff to provide adequate services to achieve the plans and results.
- Liaise with the administration, accounting staff, or finance officers of other offices (when it is necessary)
- Liaise with the assigned senior finance analysts to get advice, orientation, and support on technical matters and provide feedback on the findings observed in the monthly field returns, accounting, and financial matters.
- Liaise with the Head of Finance to highlight urgent matters and provide feedback on improving systems, processes, and internal controls.
- Support auditors in terms of clarification or providing supporting documentation.
- Conduct briefing and debriefings to unit staff under his/her portfolio.
Others
- Provide support in case of long-term vacancies, absence, or illness to ensure continuity of the finance and administration function.
- Preparation and submission of the tax papers on a quarterly basis.
- Be prepared to deliver training to IFRC staff or National Society Staff (if it is required)
- Assess financial procedures and internal control of NS.
