Panama: Officer, Finance and Administration

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

The International Federation of Red Cross and Red Crescent Societies (“the Federation”) is the world’s largest volunteerbased humanitarian network with 190 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. The Secretariat of the International Federation of Red Cross and Red Crescent Societies (“the IFRC”) works to a Business Model and has a Business Delivery Plan with key commitments that sharpen its focus, clarity, and efficiency and accountability results. The Secretariat, headquartered in Geneva, has five decentralized regional offices: one of which is the Americas, guided by the Secretariat strategies for implementation and areas of focus that builds on the vision of strategy 2020.

The Americas’ region is organized in two main hemispheres: a group of service-based departments and geographical configurations of

(i) Country Cluster Support Teams and

(ii) Country Office(s), as well as the Deputy Regional Director, each of them led by the Regional Director; and another hemisphere: six building blocks composed by

(i) Partnerships and Resource Development, (ii) Policy, Strategy and Knowledge; (iii) Communication, (iv) Disaster and Crisis: Preparedness, Response, and Recovery, (v) Health and Water and Sanitation, (vi) Logistics, each of them led by the Deputy Regional Director. The Finance and Administration Officer will be contracted by the IFRC’s Secretariat Regional Office in the Americas but work under the direction of the Italian Red Cross’s Regional Office in Panama.

Job purpose

The Finance and Administration Officer will be responsible for the overall finance and administration functions and requirements of ItRC projects and delegations and to provide efficient and effective support for the Italian Red Cross delegation located in the Federation offices in Panama

Job duties and responsibilities

. Ensure accurate and up to date accounting records

• Record all financial transactions and reports received from the NS

• Perform a periodic review of the accuracy of financial transactions reports submitted by NS (focus on the accuracy of account codes and line descriptions)

• Provide feedback to project managers on documentation submitted with incorrect coding or inadequate supporting documentation

• Maintain all financial documentation of the projects (receipts, bank statements, etc.) and delegations

• Develop and facilitate the set-up of the financial management system of the projects and delegations

Ensure timely financial reporting in accordance with ItRC criteria

• Monitor and ensure timely submission by the NS of required monthly financial reports

• Prepare monthly-consolidated financial reports, providing subsidiary detailed reports per country operation, track expenditure against budget and donor requirements, to be submitted to ItRC National Office on a timely basis

• Complete quarterly consolidated financial reports with detailed analysis of variance to be submitted to ItRC National Office on a timely basis

• In case, coordinate audit of the financial reporting and accounting processed by the Finance Department of each NS

• Prepare other collateral reports as may be requested by program managers 3. Ensure the overall administration of the Italian Red Cross projects and delegations in the Americas

• Ensure the proper administrative functioning of the project and delegations, if necessary provide support in order: coordinating the purchases, the inventory control and other administrative activities

• Support in treasury matters

• Support to project logistics, including administrative support for accommodation, travel, visas, and local transport

• Ensure that accurate office filling systems are in place and maintained 4. Other tasks

• Train, support and advise NS in all matters related to financial management required by the ItRC for project implementation and maintain positive, productive and respectful working relations

• Provide technical support and advice to the project managers, programme staff or NS during the preparation and/or revision of budgets

• Ensure compliance with IFRC guidelines and procedures

Education Required Preferred

• A university or professional school degree in a related field

• Experience Required Preferred At least 4 years professional experience in finance in an international environment

• At least 2 years field experience in a humanitarian organisation x Experience of managing and supporting staff

• Experience of working with Red Cross/Red Crescent

• Knowledge and Skills Required Preferred Experience with Microsoft Office tools (Excell, Word, Outlook) x Administration skills: logistics, filling, organization

• Ability to work in a team, excellent communication skills

• Ability to work in a cross-functional environment

• Networking capacity

• Cultural sensitivity

• Skills in training and developing staff

• Must be able to travel in the region (valid current passport required), and to work outside normal working hours as the situation requires and under stressful working conditions.

• Time management skills

Languages

• Required Preferred Fluently spoken and written English and Spanish

• Good command of another IFRC official language (French) or Italian

Competencies (to be filled in by HR) Results focus and accountability: finds innovative / appropriate solutions; mobilizes resources effectively; prioritizes workload to meet deadlines; demonstrates accountability for results; practices and promotes integrity.

Teamwork: accepts responsibility/shares credit; solicits cross-functional cooperation; supports team / Management / Governance decisions; promotes and values team diversity

Communications: communicates clearly and effectively; adapts style to fit situation; seeks input/listens to opinions and ideas; advocates IFRC position/image/interest.

Professional standards: knows and upholds the RC/RC Principles; uses appropriate skills to get the job done; upholds agreed professional standards; builds on own experience and skills; shares knowledge Federation-wide.

El titular en esta posición será contratado a través de un contrato nacional bajo la legislación laboral panameña. El titular es responsable de acatar las políticas, procedimientos y planes de la Federación y la legislación laboral panameña. La fecha de cierre es a media noche hora de Panamá. Las aplicaciones que se reciban después de la fecha de cierre no serán consideradas. Solo aquellos candidatos preseleccionados para entrevistas serán notificados.

La posición está basada en Panamá y tanto aspirantes panameños como extranjeros con permiso valido y vigente de residencia y trabajo en Panamá son exhortados a aplicar.

Solicitamos a las personas interesadas enviar su CV y carta de motivación al siguiente correo electrónico: hr.americas@ifrc.org y poner en el asunto el nombre de la posición a la que está aplicando.