Switzerland: Head, Finance & Administration (Regions)

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, 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.

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 organization 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 Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarter is organized in three divisions: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut). Reporting to the Regional Director, and the Director, Finance and Administration, the Head, Finance and Administration is the senior-most finance and administration professional in the Region (geographic region for management purposes), overseeing the administration of 20 million to 100 million Swiss francs on an annual basis He/she is also a member of the global finance and administration management team.

Job Purpose

Leadership. The Head, Finance & Administration leads and provides direction to regional office, country office and operational finance and administration leads across the Region. As such, the Head, Finance & Administration is responsible for the planning, management and monitoring of available resources to deliver on the agreed activities for Finance & Administration in the Region.

Policy Making. As a subject -matter expert the Head, Finance & Administration prepares regionally-applicable policies and procedures, and contributes to global policy making and decision support with an aim of enhancing the efficiency and effectiveness of the IFRC, enabling decision-making, managing risk and maintaining a robust internal control environment while enabling humanitarian action.

Service Delivery and Improvement. He/she oversees the annual operating budget process for the Region, leads the provision of accounting services, ensuring financial control, financial reporting, budgeting & analysis, financial systems & business processes, risk management, treasury management, training and provides expert advice and support to relevant stakeholders within a comprehensive financial management structure in the region.

In addition, the Head, Finance & Administration provides leadership, coherence, management and direction to the cost effective provision of administration services (meeting and conference services, archive services, insurance services, building and office services) within the region; and technical direction and guidance to the Country and Country Cluster support teams, including advising Heads of Country and Country Cluster on the administration of the offices and services under their management.

Programme and Operational Support. The Head, Finance & Administration is responsible for ensuring timely finance and administration support to programmes and operations in the region, including the timely appointment of qualified country/operational financial professionals, and guiding implementation of cash-based programmes in compliance with standard operating procedures.

Representation. The Head, Finance & Administration represents the IFRC to National Societies - both voluntary contributing National Societies, as well as those being supported with programmes and operations, as well as external stakeholders, including in particular donors, financial partners, financial service providers, and auditors. He/she leads in the negotiation of financial terms and conditions with donors and voluntary contributing National Societies, ensuring win-win outcomes meeting donor requirements and enabling programme and operations delivery.

Risk Management, Internal Control and Regulatory Compliance. In addition to his/her role as a Trusted Advisor, the Head, Finance & Administration is responsible for establishing and overseeing a rigorous internal control environment in the Region, including in all countries and operations, including in relation to National Societies. The Head, Finance & Administration overseas regulatory compliance as it pertains to banking, taxation, and other financial regulations.

Job Duties and Responsibilities

Risk Management, Internal Controls and Regulatory Compliance

• Participate in the design, development and dissemination of policies, processes and procedures;
• Oversee the application of finance and administration policies, processes, and procedures;
• Initiate policy, process and procedural review with a view to maintaining a sound internal control environment while creating an enabling environment for programmes and operations;

Ensure that a rigorous internal control environment is maintained, including:

• * maintaining proper segregation of duties in the regional office and all country offices;
  • ensure bank signatories reflect authorized segregation of duties and that bank signatories are aware of and abide by their responsibilities and authorities;
  • manage financial system access capabilities and rights;
  • review, advise, validate and approve all contracts for compliance and financial risk;
  • ensuring that a financial risk assessment is conducted for project proposals;
  • advising on risks which may have operational and/or financial consequences, particularly for large-scale humanitarian operations and/or in high risk contexts; and
  • conducting capacity review and risk assessment for all National Societies receiving programme and operational support; and
  • implementing financial working modalities to manage identified risks and enable operation and programme implementation.

• Monitor for relevant regulatory changes in the region;

• Continuously ensure regulatory compliance in regional office and country offices, particularly as it pertains to banking, taxation and other financial regulations; and,

• Support the Regional Director, in annual reporting on regulatory compliance.

Representation

• Represent the IFRC with voluntary contributing member National Societies and donors, including state and multi-lateral donors;
• Negotiate financial terms and conditions of grants and pledges with donors and voluntary contributing National Societies respectively, ensuring win-win outcomes meeting donor requirements and enabling programme and operations delivery;
• Review donor financial reports with donors and provide explanations of financial policy and its application if/as necessary, including with donor auditors;
• Represent the IFRC with supplementary service clients of the IFRC, including National Society members, and non-member clients, including other international organization clients; and
• Lead relations with key financial and administrative counterparts, including maintaining regular/proactive dialogue with service providers, financial institution partners, regulatory agencies, financial partners, and relevant financial authorities.

Programme and Operational Support

• Participate in Joint Taskforce for major operations in the region, providing financial risk and management advice and guidance;
• With a view to matrix management, work with Heads of Country and Country Cluster offices and Human Resources to ensure the timely deployment of qualified finance and administration professionals in support of programmes and operations;
• Support the timely development and authorisation of Operating Budgets, and related expenditure authorisations;
• Work with Heads of Country and Country Cluster offices to ensure expedited cash transfers in support of programmes and operation
• Support the Heads of Country and Country Cluster offices with the timely execution of contracts with National Societies with a view to enabling timely programme and operational implementation;
• Ensure programme and operational risk assessments and management

frameworks address major areas of financial risk, including regulatory risk; and

• Guide implementation of cash-based programmes in compliance with standard operating procedures, including selecting financial service providers to enable programme delivery.

Service Delivery and Improvement

Financial Management and Controllership

• Coordinate the timely/quality preparation of operating and programme budgets;
• Manage the day-to-day processing of transactions in accordance with established procedures;
• Oversee the provision of accounting services;
• Oversee budget review and revision process;
• Lead the month-end financial close process for the Region in compliance with policies and procedures; and,
• Lead the year-end financial close process for the Region ensuring timeliness and accurate closing of accounts in compliance with International Financial Reporting Standards.

Financial Reporting

• Prepare timely quarterly and ad hoc financial reports for management purposes;
• Review and approve donor financial reports, on an ad hoc, as required basis ensuring quality and compliance;
• Support programme and year-end audits including preparation of financial statements in compliance with the IFRC’s financial regulations and International Financial Reporting Standard; and
• Provide clear oral reports to internal and external stakeholders with a view to enabling understanding and decision-making.

Treasury Management

• Effectively manage the funds available for programmes and operations consistent with organizational policies and with a view to minimizing risk of loss;
• Maintain awareness of regulatory/sanction environment and ensure compliance;
• Monitor field bank account balances and ensure monthly bank reconciliations are completed in a timely manner;
• Open and close country bank accounts in a timely manner with a view to minimizing risk of loss;
• Review and submit accurate and timely cash requests for all countries and operations ensuring sufficient cash flow to countries and operations;
• Ensure timely reporting/invoicing and collection of receivables; and
• Manage bank account balances to minimize foreign exchange volatility on cash held for programmes and operations.

Administration

• Ensure effective management, maintenance and compliance of a documented system of administrative policies and procedures for the IFRC in the region, and monitor and oversight administrative operations of field offices to ensure minimum and consistent standards are applied throughout the organization.
• Manage cost effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving, health and safety, security, welcome service, travel, conferencing and other ancillary services. This includes the provision of outsourced functions when relevant (cleaning, gardening, catering, printing and security)
• Ensure that people and activities are adequately insured as per the IFRC regulations and country legal requirements with the support of a local lawyer;
• Ensure any insurance claims and/or related incidents are filed in a timely manner to minimize risk of loss;
• Supervise the daily management of IFRC buildings, maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management and ensure the development and the implementation of a green and sustainable strategy;
• Ensure the effective selection and management of agreements (office equipment, leases, rental agreements…) and ensure their upload in the e-contract system.

Education

Required:

• Relevant university degree (Master in Business Administration or equivalent)
• Professional qualification in accounting (Chartered accountant, CPA or equivalent)

Experience

Required:

• Minimum of 10 years of relevant professional experience
• Minimum of 5 years in finance and administration management position
• Experience in Team Management and remote support
• Experience in plan & budget, financial analysis & statements, reporting & treasury management, external financial audit.
• Experience working in multicultural environment

Preferred:

• Minimum of 2 years work experience with an International Organisation, international non-governmental organization, NGO and/or government development agency
• Experience working with the International Red Cross / Red Crescent Movement

Knowledge, skills and languages

Required:

• Service minded, ability to lead, delegate and manage from distance
• Result-oriented, ability to lead transitions within a matrix management structure
• Proven good judgment and ability to work with complete integrity and confidentiality, acting as a model of highest integrity in personal capacity and at team level.
• High degree of discretion, tact and sensitivity with internal and external stakeholders
• Good ability in representation, negotiation, networking and communication
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook)
• Advanced knowledge of accounting concepts
• Knowledge of International Financial Reporting Standards or equivalent
• Advanced knowledge of financial management and reporting applications (e.g. CODA and Business Objects)
• Understanding of internal control and treasury management concepts
• Financial management skills
• Ability to effectively provide training on finance & administration management matters, contributing to a learning culture, sharing knowledge and engaging partners
• Fluently spoken and written English

Preferred:

• Good command of another IFRC official language (French, Spanish or Arabic)

Competencies and values

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

Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others

Managerial competencies: Managing staff performance; Managing staff development Comments

Please submit your application to IFRCjobs

Note: this posting is for five positions which are regional and based in five different locations (not Switzerland).