Job Description

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 192 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organisation established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. 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.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The IFRC Secretariat has a decentralized structure: five regional offices (each with several CCST and country offices reporting to it) covering the globe and responsible for frontline delivery through National Red Cross and Red Crescent Societies, backed by the Secretariat headquarters based in Geneva. IFRC’s Asia Pacific and Country Cluster Support Teams (CCSTs) work together to enhance the cooperation and Coordination of support to National Societies and all Movement partners across the Asia Pacific. IFRC’s CCST in Jakarta covers two countries, namely Indonesia and Timor-Leste. It reports to IFRC Asia Pacific Regional Office in Kuala Lumpur. The CCST is currently supporting Cruz Vermelha de Timor Leste (CVTL) with the implementation of an Emergency Operation in response to Covid-19. The operation is being manages by an Operations Manager based in Dili, who is responsible for overseeing the implementation of the operation through the provision of timely advice and support to the national society with planning, budgeting, implementation and monitoring of all activities.**

Job Purpose

The Finance Admin Officer, under overall supervision of the Operations Manager COVID-19 Timor Leste, is responsible for overall delivery of financial and administrative support to the IFRC in Timor Leste and Cruz Vermelha de Timor Leste (CVTL) for the COVID-19 operation, ensuring the proper use of resources according to established procedures. S/he will be embedded in the Finance Department of CVTL and will support the finance team to manage and account for funding under the IFRC operation and other related programs working with the various departments of CVTL in order to ensure the effective and efficient financial management for the operation by supporting CVTL to provide high quality quality finance, Administration and reporting (financial and narrative) while contributing to the overall goals of the operation. The position is for a total of 6 months.

Job Duties and Responsibilities

Support to the Implementation of the emergency response operations

Grant Management

  • Manage agreements with CVTL and potential external partners and providersEnsure that projects are implemented according to the approved proposal, budget, and timeline

  • Support CVTL to understand and adhere to donor rules and regulations, Federation Secretariat policies and procedures, as well as local regulations by accompanying CVTL on the process

  • Provide guidance and assist the team in the identification of fraud and corruption risks, make recommendations for improving internal controls, and ensure follow through.

  • Complete financial document for recording in the IFRC system.

Expenditure and Liabilities

  • Support preparation of documents for acquittals

  • Validate and reconcile individual contractor’s payments to ensure payments are in accordance with the agreement and completion of actual work.

  • Support the Budget Holder and Operations Manager to verify supporting financial documentation based on understanding of local invoicing and receipt for services practices and based on activities implemented in the field

Budgeting

  • Support CVTL with the monthly updating of the Financial Overview of their operation utilising the designated template on Kobo

  • Support CVTL with budgeting for activity plans as required

  • Support the Budget Holder/Project manager with the preparation and revision of monthly expenditure forecasts based on activity plans

Financial Reporting

  • Support CVTL with the timely preparation of financial reporting for the reconciliation of working advances

  • Advise on and assist with thepreparation of supporting documentation for th reconciliation of working advances

  • Help to institutionalise the checklist for financial documentation within CVTL finance department

Internal Control

  • Ensure Federation Internal Control Systems are in place and complied with in regard to financial transactions undertaken by IFRC office in Timor Leste.

  • Support CVTL to implement and maintain their own Financial Control Systems

  • Look for any irregularities that may lead to potential loss of funding and make practical suggestions for improvements

  • Alert the Budget Holder and Operations Manager of any potential weakness in the implementation of financial procedures that may lead to potential financial loss to Federation if proper action is not taken.

  • Undertake final checks of all financial documentation before sending to CCST Jakarta

  • Provide guidance to CVTL finance staff to ensure that all financial documents are in line with IFRC regulations

Monitoring and Evaluation

  • Support PMER Jakarta and Operations Manager with the monitoring and evaluation of project activities including Data Collection for monthly reporting to APRO via Field reports and the 3Ws

  • Support Operations Manager, Timor Leste, to liaise with the national society to collect information regarding activities undertaken

  • Compile, translate and produce meeting reports as required

Logistics and Administrative Support

  • Support procurement processes including familiarising CVTL with IFRC regulations and requirements for supporting financial documentation

  • Support the organization of meetings, trainings and knowledge sharing events with multiple global, regional, and country partners

  • Compile, translate and produce meeting reports as required

  • Support Operations Manager with the administration of the IFRC Office in Timor Leste, as required

Contribute to an effective, high quality IFRC team:

  • Be flexible in your work definition according to needs and targets and improve team efficiencies and effectiveness within available resources.

  • Be a pro-active team member fostering a customer service-oriented culture that values proactivity, continuous improvement, innovation, high performance and Cost Effectiveness.

  • Foster a co-creative environment with colleagues in the Secretariat, Regions and the National Societies as well actors in the relevant external environment.

  • Support the Health Manager and Head of CCST in strengthening financial standards in the team by contributing to: regular reports on use of funds within programme are provided; and ensure budget needs are met and reported upon in a timely and efficient manner.

*Some travel within Timor Leste may be required**

Education

  • Finance or administrative degree or equivalent experience

  • Advanced university degree (master's or equivalent) in Disaster Management or equivalent professional experience (Preferred)

Experience

  • At least 4 year working experience in the humanitarian or development sector, with a focus on organisational development, finance or movement cooperation. (Preferred)

  • Experience providing Capacity Development support to partners around financial management and reporting

  • Experience working in a RC/RC National Society and/or Federation/ICRC (Preferred)

Knowledge, skills and languages

  • Good knowledge of accounting principles and experience with financial reporting

  • Sound understanding of Internal Control Procedures

  • Results oriented and demand driven individual, entrepreneurial, ability to work in unprecedented and/or ambiguous situations.

  • An ability to be proactive and persuasive.

  • Demonstrated track record in innovating, contributing to a learning culture, sharing knowledge and new approaches to engaging partners.

  • Professional credibility, able to work effectively at all levels across the organisation

  • Proven good judgment and ability to work with complete integrity and confidentiality

  • High degree of discretion, tact and sensitivity in dealing with internal and external clients and stakeholders at all levels.

  • Ability to work within a multi-cultural, multilingual, multidisciplinary environment.

Competencies and values

  • Fluently spoken and written English

  • Fluent Tetun, spoken and written and fluency in speaking Bahasa an advantage

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