Finance Officer - Various locations across the Democratic Republic of the Congonew

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 always promote 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 and crises and health emergencies.

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 headquarters is organized in three main business groups: (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 and Pacific- AP (Kuala Lumpur); Europe (Budapest); Middle East and North Africa-MENA (Beirut). The Kinshasa Country Cluster Delegation supports IFRC activities in the Democratic Republic of the Congo, the Republic of the Congo, Rwanda and Burundi.

This recruitment aims to fill several Finance Officer positions across different duty stations in the Democratic Republic of the Congo, including Tshopo, Ituri, Kasai, North Kivu and Tanganyika. Reporting to the Senior Finance Officer, each Finance Officer will provide financial management and accounting support at their assigned duty station within the Kinshasa Country Cluster Delegation, ensuring accurate financial records, timely reporting and compliance with IFRC procedures and donor requirements. The specific duty station will be indicated in the offer of employment.

Job Purpose

Reporting to the Senior Finance Officer, the Finance Officer will coordinate and deliver day-to-day financial and accounting services at their assigned duty station, ensuring efficient support to IFRC operations and compliance with IFRC policies, procedures and donor requirements. The role covers accounting, expenditure monitoring, cash planning, financial reporting and internal controls, in coordination with relevant colleagues, while promoting accountability and maintaining zero tolerance for fraud and corruption.

Job Duties and Responsibilities

Financial Management & Accounting

• Ensure that IFRC internal control is maintained and ensure that transactions are valid and comply with IFRC procedures.
• Work closely with the National Societies to obtain and review financial reports and record them regularly and assist with required review/spot-check process with NS as per set scheduled and WWPP procedures.
• Ensure the provision of accounting services and ensure financial transactions are recorded in appropriate journals and posted daily into our ERP Financial systems (Microsoft Dynamics), to allow timely month-end financial closure process within the established due dates.
• Review and verify that proper documentation is submitted, verify coding and accuracy, obtaining appropriate approvals.
• Perform monthly review of the Balance sheets warnings; proceed with reconciliation of IFRC Accounts Payable and Accounts Receivable (Working Advances to staff and National Societies).
• Perform all regular/routine accounting duties as per Federation procedures and policies.
• Ensure submission of financial statements, reconcile, and provide explanations of balance sheet items monthly.
• Assist with monthly invoicing for services to the Integrated Partner National Societies and closely monitor any discrepancies.
• Prepare and regularly update contracts and commitments documents and ensure all contractual obligations for payments are honoured and any discrepancies are reported.
• Review transactions booked in the system on a weekly basis and ensure they reflect adequate coding. Perform expenditures reallocations in ERP using appropriate journals and ensure appropriate approval annexed.
• Run monthly exception reports to support the account closing routine.
• Help maintain BvA tool put in place with National Societies for Budget and Expenses monitoring. Support follows up with WWPP set-up for fund transfer, spot checks, and reporting etc.

Treasury Management

• Monitor timely submission of forecasts by project managers and prepare documents that will help submit accurate and timely cash requests.
• Ensure funds available in banks for programmes / operations and office running costs are consistent with organizational banking policies and help monitor field bank account balances with a view to minimizing risk of loss due to forex fluctuations.
• Review cash and bank payments and ensure they are processed per IFRC procedures and ensure monthly up-to-date reconciliations are completed, approved and sent out to Regional Finance Unit.
• Manage the Cluster bank accounts held in DRC and London ensuring that the accounts are not running into overdrafts.
• Process the bank modification to add and delete signatories when required and organize their training with the bank for online approvals.

Job Duties and Responsibilities (continued)

Financial Advice and Support

• As required, support operations and programmes team with the provision of adequate finance and administrative support in our field offices.
• Assist the Coordinator Finance & Administration in quarterly budgets preparation and review of the Shared Office and Services Cost (SOSC) rate process.
• Closely monitor all financial activities and advise on any potential and/or negative impacts on internal controls or financial management performance.
• Provide required briefing to PNSs finance and support staff on Federation financial management systems, finance, and audit issues and overall briefing on IFRC Policies, guidance, staff benefits, etc.
• Maintain an efficient and confidential filing system.
• Support the Finance unit to implement any audit recommendations
• Inform supervisor on any financial anomalies and work together to minimize the potential risks.
• Report any fraud and corruption practice.

Audit and Compliance

• Preparations of bank reconciliations statements
• Support Monthly reconciliation of National Societies working advance accounts
• Support reversals of deposits and prepayment account to the relevant projects.
• Run the reconciliation of suppliers’ accounts and follow up on any difference identified
• Act as a focal point for the reconciliation of all the balance sheet accounts in liaison with other Finance officers.
• Ensure timely and accurate monthly close of accounts specifically assigned. This involves reconciliation of various accounts and ensuring compliance with the organization finance procedures.
• Carry out reconciliation of deposits and prepayment accounts.

Support

• Support, train and assist programme departments in the production of financial reports to donors. Validate all reports prior to submission and assist programme departments in all areas of financial matters regarding donors.

Administration

• Assist in the communication and enforcement of all financial policies and procedures as well as the improvement of areas identified.

Education

Required

• University degree in finance, accounting, audit or management or related area is required.
• Certified Public Accountant.

Experience

Required

• At least 3 years in similar positions.
• Previous experience in managing ECHO/USAID/EC grants.

Preferred

• Previous experience working at the Federation Delegation, ICRC and/or National Society will be an added advantage.

Knowledge, Skills and Languages

Required

• Knowledge of accounting and reporting software.
• Knowledge of International Accounting Standards.
• Excellent practical knowledge of computers (Windows, spreadsheets, word-processing, accounting, applications, e-mail, Internet) and strong mastery of MS Office components.
• Proven bookkeeping and accounting skills, including payroll, payables budgeting & forecasting.
• Fluently spoken and written French and English. 

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.