Finance and Administration Manager

Job Description

PURPOSE

Finance & Administration Manager 3 is accountable for the integrity of financial and analytical accounting and for reporting from the field. S/he oversees all financial resources and administrative activities, such as management of premises and staff travel, in a given delegation/other structure, and acts as Human Resources and/or Logistics Manager in the absence of a dedicated specialist.

RELATIONSHIPS

• Internally, interacts with the Head of Support/Delegation, other departments and delegations, and with the Head of FAD/FPA Sector at headquarters.

• Externally, interacts with Banks and financial authorities (Ministries of Foreign Affairs, Communications, Municipality, Labor, Tax authorities, social insurance, embassies, etc..) and suppliers and service providers (Travel agencies, hospitality, Telecommunication companies, Real Estate agents and landlords).

• Movement wise, interacts with and develops regular contacts with the movement counterparts present in the country.

GENERAL DUTIES:

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement

• Understands and adheres to the ICRC Code of Conduct

• Understands the roles of the components of the International Red Cross and Red Crescent Movement

• Respects and observes staff regulations and security rules at all times.

• Represents the ICRC in a professional manner at all times.

• Develops and maintains a pleasant and conducive working environment with colleagues and line managers.

• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC.

• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary.

ACCOUNTABILITIES AND RESPONSIBILITIES (as per role description)

Functional Responsibilities:

Main tasks:

• Represents the administration in management meetings and Etat Major and participates in the decision-making process of the delegation.

• Planning and organizing the administrative aspects of an opening of an ICRC site when needed

• Responsible for drawing up contingency measures to respond to critical changes in the operating context.

• Interprets institutional guidelines and policies in light of the local context; sees to it that these are strictly implemented and monitored, ensuring compliance with ethical standards and mitigating financial risks.

• Supports the Head of support/Delegation in establishing (and updating) of the Risk Assessment for the delegation/structure, focusing on risks related to real estate and finance.

• Implements and monitors risk-mitigation measures in his/her area of responsibility, in close liaison with technical departments.

• Preparation of the yearly declaration of insurance of movable properties and submits to HQ.

• Preparation of the yearly Risk assessment documents and submits to HQ.

• Management of insurance claims using the database

• Carry out assessment of the Administration units and provide support.

• Contributes to establishment of security rules.

• Ensures security of properties and equipment

• Follow-up on the administrative and technical training and when needed provide technical support and training to the administrative staff.

• Provides support to other departments on administrative matters.

• Ensures that the staff set-up of the Finance & Administration Department corresponds to operational needs.

FINANCE:

• Supervises the accounts department and preparation of the annual budget/ monthly forecast and risk reporting, cost-control and analysis of budget deviations. Ensures compliance with statutory reporting requirements (i.e. taxes and social security, the latter in close collaboration with the Human Resources Manager) and regularly assesses the financial situation (including treasury) of the Regional delegation.

• Acts as adviser, trainer and coach on all financial or economic matters for the teams running humanitarian projects.

• Acts as co-signatory and finance interface for both authorities and commercial parties (suppliers, banks etc.).

Accounting:

• Carries out financial analysis and supervises the financial activities in the delegation.

• Supervision and support of Finance & Accounting team

• Ensures that all financial and accounting rules and procedures are in place and respected by checking the accounting documents (stickers, PO’s, RO’s, contracts, vouchers, etc.);

• Approves working advances and invoices for payments.

• Verification and posting of accounting batches/documents in IRIS.

• Supervision of financial monthly closing.

• Supervision of cash management.

• Supervises and coordinates cash deliveries from bank to the Delegation.

• Supervises bank transfers and payments (cash/bank) to local suppliers and contractors.

• Approves and ensures AOE follow up using People soft.

• Ensures a daily cash control according to the set procedures.

• Controls the proper application of procedures for the handling of working advances.

• Ensures the proper follow-up of accounting comments and respect of the 30-day deadline to send the delegation replies.

• Contributes with reliable forecasts and budget data to managerial decision-making on tactical (current fiscal year) and strategic (next fiscal year) matters.

• Coordinates, supervises the establishment and the follow-up of the budget of the delegation based on the PFR:

• Supervision of the preparation of budget set-up (Computing rules, Cost Centers, HR dispositive, mission expenses, premises, indirect costs, time reports, objective codes, and direct costs) for all the delegation.

• Monitors budget vs. actuals and acts proactively when needed (financial budget)

• Oversees day-to-day financial management and maintenance of offices and residential premises; maintains an appropriate security set-up, including safe accommodation for all mobile staff.

• Supervision of the management of the Premises – Determine needs, allocation, negotiations and establishment of contracts, payment of rents, inventories, and relations with landlords.

• Supervising the security of the premises and the management of the premises staff.

• Supervision of the allocation of office space and accommodation

• Follow-up on passive security measures and direct application to premises

• Ensures that inventories of movable properties are updated.

• Supervision of the maintenance of premises and equipment (office& residences)

• Supervision of the management of access cards and keys of premises

WELCOME:

• Supervision of the daily and weekly activities of the unit of the main site (organization of professional trips, Visa, flight, accommodation, transportation, etc.)

• Ensures the update of the list of approved hotels for staff accommodation in the country.

• Supervision of the management of arrival and End of Mission of mobile staff and visitors

• Supervision of the establishment/renewal of the administrative formalities (residencies, visa, ID cards, driving license, etc.)

• Ensures that welcome file and practical information are established according to standard and updated.

• Ensures that all the requested welcome support for ICRC operational team including but not limited to Gaza/ILOT rotations, the field hospital, etc.… is provided efficiently and in timely manner.

• for matters related to ICT setup, budget, orders, maintenance and replacement of the equipment.

PEOPLE MANAGEMENT RESPONSIBILITIES

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision.

• Makes sure that deadlines for the PMD cycle are met.

• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members.

• Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information.

• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed.

• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year.

• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities.

Job Requirements

Certifications / Education required:

• University degree in finance and economic or equivalent professional experience
• fluent in French and English, German an asset.
• Computer proficiency, Excel, analysis tools such as Hyperion, Tableau, use of office suite tools, Visio, understanding of IT process mapping and project management.

Professional Experience required:

• Typically, 15+years overall professional experience.
• Financial background (at least 5 years in comparable environment) or previous role as chief financial officer.
• Experience in staff management (Direct or indirect), and management of a team lo0cated in different places.
• Ability to oversee and manage a wide range of topics; international accounting standards, treasury hedging, budgets, forecasts, accounting policies, funding and auditing constraints, legal and bank compliance; interest in IT to support process and people; analytical skills ;ability and ease in public presentation ;representation role, adviser for directorate and governance .
• Previous exposure to control and compliance frameworks.
• Knowledge of international financial reporting standards, interest in not- profit- organization business logic.
• ICRC experience as asset.

Location: Cairo, Egypt

Closing date: 19.09.2024

Read more about the role and apply using this link.