Delegate, Finance and Administration -US Macro Award

Organizational Context

Job Purpose

The Delegate, Finance and Administration,  is responsible for providing financial support, as well as accounting services, ensure sound internal control, financial reporting, training and providing advice and support to relevant stakeholders within a comprehensive financial management structure which are related to the country delegation as part of the US Macro Award. 

Under the direct supervision of the Head of Country Office, Papua New Guinea (PNG) and Deputy Head of Delegation, Country Cluster Delegation for the Pacific and in close cooperation with the Pacific CCD Finance Manager and Regional Head of Delegate, Finance and Administration , the Delegate, Finance and Administration will be in charge of supporting budgeting and financial planning, financial management and monitoring of income and expenditure for the PNG Country Delegation.  

In addition to the accounting services, the post holder will provide general support and advice to operations managers on all program- and operations-related financial issues from the budgeting to the final evaluation of the program as well as efficient and effective financial management. 

Job Duties and Responsibilities

Risk Management, Internal Controls, and Regulatory Compliance

• Ensure that a rigorous internal control environment is maintained, including ensuring proper segregation of duties.
• Ensure that all spendings are within the maximum approved ceiling (PEAR approval).

• Prepare MoU’s and project agreements for NSs and ensure they are uploaded into Econtracts. Follow up on dormant WA and ensure flow of expenditure clearance from IFRC staff´s’ working advance.

• Implement finance policies, processes, and procedures.

• Prepare implementation plan of action for all internal and external audit recommendations assigning risk owners for all the gaps identified.

• Provide guidance and support on Cash Transfer Programmes.

Financial Management and Controllership

• Manage the funds and financial assets of the Country Delegation/Cluster/Office assigned. This will include cash flow and cost control management as well as the management of payments, cashier, bank signatory and payroll functions.

• Perform the monthly financial cycle, within the deadlines, without significant error and maintain the accuracy of the numbers, resulting in satisfactory audit reports and positive evaluations of the financial aspects of the operation.

• Act as Finance Controller to safeguard Federation’s legal obligation and commitments and take logical and financially sound decisions.

• Manage the Budgeting Cycle (Appeal, Operating Budgets and PEARs) and ensure the detailed, realistic, and achievable budgets are presented for the office.

• Record and report separately on Emergency Appeal operation financial commitments (external MoUs, pipeline purchase orders, program commitments, etc.) and be fully aware of possible commitments and planned ventures.

• Monitor and follow up on operations pledges, identify overdue pledge payments or dormant pledge.

• Monitor and indicate underspending on various pledges and recommend possible time frame extensions.

• Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity and timeliness of the reports are maintained. Track donor balances and ensure appropriate coding of expenses.

• Monitor commitment and spending on the Mobilization table.

• Work closely with Strategic Partnerships and Resource Mobilization (SPRM) and Logistics units on commitment and clearance of the pledges and ensure implementation is in line with donor conditions.

• Address any dormant working advances.

• Manage the day-to-day processing of NSWA.

• Review returns from NSs and ensure timely booking.

• Carry out a reconciliation of NSWA to be in line with National Society books of accounts.

• Review financial reports from NSs under cash transfer and funds transfer.

 

Job Duties and Responsibilities (continued)

Financial Reporting 

• Prepare donor financial reports, on an ad hoc, as required basis. 

• Prepare quarterly appeal financial reports for review with the operations manager and. 

• Prepare and carry out operations year-end audits. 

Treasury Management 

• Effectively manage the funds available for programmes and operations consistent with organizational policies and with a view to minimizing risk of loss. 

• Monitor the timely submission of forecasts by the project managers. 

• Monitor field bank account balances. 

• Prepare accurate and timely cash requests to the Regional Office. 

• Ensure timely reporting and submission of draft invoices; including establishment of Integration Agreements which are fully signed. 

 

Programme and Operational Support 

• Prepare operating budgets in collaboration with operations managers. 

• Support the timely development of Operating Budgets, and related expenditure authorizations. 

• Work with the various operations managers to ensure expedited cash transfers in support of programmes and operation. 

• Support the Operations managers with the timely execution of project funding agreements with the National Society with a view to enabling timely programme and operational implementation. 

• Guide implementation of cash-based programmes in compliance with standard operating procedures. 

• Be the focal point for cash-based programming. 

• Ensure that programmes on cash transfer are timely supported, review and approve the reconciliation and provide feedback on gaps realised. 

 

National Society Development 

• Support National Capacity Society Assessment and development of an implementation plan.  

 

Administration 

• Ensure effective management, maintenance and compliance of a documented system of administrative policies and procedures for the Country Delegation/Cluster/Office. 

• Manage cost effective general services that enhance productivity including transportation, accommodation, translation and interpretation, archiving and filing, 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 properly insured as per the IFRC regulations and country legal requirements with the support of a local lawyer; report timely incidents to the Insurance Unit in Geneva.  

• 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. 

• Ensure effective record keeping of all financial, administrative and assets’ inventory and use the e-record system. 

• Lead the provision of Administrative Supplementary Services, in the office, including ensuring service standards are maintained 

 

Education

Relevant University Degree in Finance, Administration, Accounting or related

Professional qualification in finance or accounting (Chartered accountant, CPA or equivalent)

Experience

Required

Minimum 5 years of relevant professional experience

Minimum 5 years of professional experience in a Finance and Administration management position

Minimum 2 years of work experience with an International Organisation, international non-governmental organisation (NGO), and/or government development agency

Experience of managing and supporting staff

Extensive experience of writing financial reports

Preferred

Experience of supporting a RC/RC Society on finance management and computerised financial systems (ERP, MYOB)

Extensive experience of budget preparations, cash-flow statements and financial plans, preferably with IFRC (ERP)

Experience in an emergency response setting

Extensive experience in contractual systems

 

Knowledge, Skills and Languages

Required

Knowledge and experience of Business Objects, CODA, Fed Budget and ERP

Strong skills in training and developing staff

Excellent professional communication skills, both verbal and written, in English

Strong organisational skills, methodological and logical approach to tasks and problem-solving

Good presentation, facilitation and note-taking skills

Ability to organise, analyse and synthesise large amounts of information

Ability to multitask, work under pressure, and prioritise workload to meet tight deadlines

Ability to manage complex and sensitive relationships with partner organisations

Sound knowledge of Microsoft Office applications

Able to present financial information clearly, orally and in writing

Demonstrated core proficiency in (a) digital communication and collaboration, (b) basic digital content creation, (c) digital safety and security, (d) data literacy, and (e) problem-solving with technology, including responsible use of AI assistants

Understanding of and commitment to IFRC’s mission and values

Fluent spoken and written English

 

Preferred

Experience of and ability to use manual accounting systems

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

Competencies, Values and Comments

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