Senior Finance and Admin Officer

Job Title

Senior Finance and Admin Officer

Classification Level

7

Organizational Unit / Duty Station

(Department / Zone Office / Delegation, etc)

Norwegian Red Cross, Kathmandu Office

Immediate Supervisor’s Title

Country Representative

Technical Manager’s Title (if applicable)

Number of Direct Reports (if applicable)

One

Number of Indirect Reports (if applicable)

N/A

The international Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization with 18 member National Societies.  It is guided by Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.

 The IFRC launched an emergency appeal to support the NRCS sustain/scale up its emergency response and recovery efforts for communities severely-affected by a devastating earthquake on 25 April 2015.  Shelter, Wash, Health, and Livelihoods are the key components of the EQ recovery intervention and are integrated within the broader recovery framework and other activities such as cash programming initiatives.  The programme also includes capacity strengthening of the NRCS to better manage the programme and resilience of the future disaster. And also to strengthen the capacity of NS so that disasters and emergencies in future can be dealt with.  As part of the IFRC Nepal Delegation, an operations team (Earthquake Operations unit) has been setup to support the National Society in the implementation and coordination of the Earthquake emergency response and recovery programme.

To lead the support department of IFRC-Norwegian Red Cross operations in coordination with IFRC and Nepal Red Cross Society; covering Finance, Administration, Logistic and HR-related matters.

Overall responsibilities:

• Responsible for the accounting and the financial management (including quality assurance) of the NorCross Field Office under the overall control of the NorCross Representative.
• Ensure that the accounting is done in compliance with NorCross’ financial regulations.
• Maintain up-to date knowledge of and implement national government requirements and regulations related to financial matters.
• Be updated on NorCross guidelines and regulations for financial management and control and NorCross’ policy on Fraud and Corruption.
• Be acquainted with relevant back-donors’ main requirements.
• Duty to alert NorCross HQ /”Whistle Blower” if any irregularities are discovered. 

Strategically:

• Maintain and ensure efficient communication and coordination with the NorCross Representative, the Field Office team, the Programme Finance Coordinator, the Accounting Unit and others as appropriate, at HQ on financial, administrative, logistic and HR issues.
• Provide advice to the Field Office team as required on financial management matters pertaining to operations and programmes.
• Cooperate with finance and admin personnel in relevant PNS and Red Cross Red Crescent Movement.
• Support, as necessary, NorCross Representative concerning partners’ capacity building and development in areas of expertise (i.e. accounting, budgeting, financial reporting, follow-up of audit recommendations).

Operational tasks/responsibilities:

• Daily accounting for the NorCross Field Office in compliance with NorCross Operational Manual, including the Finance and Accounting Manual (FAM) and the Regulations for Financial Control.
• Ensure that the accounting is done in compliance with the relevant back-donor requirements on financial issues/financial management.

• Ensure that the accounting is done according to deadlines set by HQ. Together with the NorCross Representative ensure control of the overall finance and accounting tasks at the NorCross Field Office. Inform HQ on any delays and/or changes.
• For Field Offices also doing accounting for other Field Offices: Actively engage other Field Offices to meet deadlines on submitting supporting documentation when responsible for input of accounting data into Agresso on their behalf.
• Communicate with finance and accounting staff at NorCross HQ.
• Monitor cash flow and keep NorCross Representative informed on liquidity.
• Assist the NorCross Representative to prepare Cash Requests to NorCross HQ and ensure that all supporting information and documents are attached.
• Prepare and present monthly financial reports to the NorCross Representative/the Field Office management.
• Check that invoices are in accordance with goods/services delivered and set conditions, and agree with supporting documentation (price quote, purchase order, goods received note etc.)
• Check that IFRC supplementary services invoices agree with supporting documentation, and file relevant correspondence herewith.
• Prepare payments and ensure necessary signatures/approvals.

• For Field Offices also doing accounting for other Field Offices: Receive and control monthly expenditure overview, submitted in Excel format, and supporting documents before importing this into Agresso. If the dispatch of the original supporting documents from the other Field Office does not arrive on time to meet the monthly deadline, the monthly expenditure overview should still be input into Agresso in order to reflect actual spending. In this case, the control of the original documents against Agresso accounting data, should be done when the documents are received.
• Prepare advances, check and reconcile the settlement of these.
• Prepare monthly reconciliations of balance accounts related to the Office. Ensure that the reconciliations are checked and signed by the NorCross Representative and sent to HQ.
• Administer the petty cash according to NorCross’ procedures.
• Prepare financial statements for interim and annual audit in line with the annual Audit Engagement Instructions from NorCross’ auditor.
• Coordinate the interim and annual audit of all programmes accounted for via the Field Office.
• Support the NorCross Representative in the implementation of internal and external audit recommendations (in accordance with the Field Office Plan of Action based on the Annual Management Letter).

• Assist the NorCross Representative to ensure that NorCross Procurement guidelines, and if relevant further donor requirements, are adhered to (for procurement of goods and services) and alert NorCross representative/HQ if this is not the case. Consult HQ logistics team when relevant.
• Update the inventory list for the Field Office plus NorCross residence every time there is a change, at least twice annually. Make sure that every item is properly tagged.
• Maintain and update the Office Specific Information form for the Field Office.
• Provide input, support and guidance to the NFO budget process.
• Filing of documents according to guidelines in the Operational Manual/Finance and Accounting Manual.
• Participate in the development and review of office specific financial routines and procedures as requested, ensuring that these are in line with set NorCross’ policies and guidelines.
• Administrative tasks for the Field Office (travel arrangements; tickets, visas, hotel bookings, office correspondences, minor purchases).
• Provide/coordinate training on financial management issues for various stakeholders as requested/required.
• If relevant, sit in/advise the Committee of Contract (CoC) on major procurements (re. NorCross’ Procurement Guidelines and donor requirements).
• Under direction from NorCross Representative, quality assure, advise and support on budgeting and financial reporting from partners. Monitor and follow-up of finance/admin related issues.
• If relevant supervise Finance Assistant performing his/her duties.
• Liaise with IFRC for HR, Admin and Logistics/Fleet related matters.
• Perform other relevant duties as assigned. 

Coordination  The incumbent will need to coordinate with NRCS Finance Staff both in HQ level and branch level to make sure smooth flow funding and financial reporting.

Other

1.

Work towards the achievement of the Federation/PNS goals through effective managerial and lateral relationship and teamwork

2.

Produce timely reports based on defined templates and indicators

3.

Abide by and work in accordance with the Red Cross/Red Crescent principles

4.

Perform other work related duties and responsibilities as may be assigned by the line manager.

Education

Required

Preferred

·          University degree preferably in Accounting/Finance

X

Experience

Required

Preferred

·        At least 5 years of progressive experience in accounting and finance and HR administration in international NGO

X

·        Experience in budget preparation and monitoring and financial reports

X

·        Experience in using Accounting Software

X

X

·        Experience in doing capacity building of finance staff

X

X

·         

Knowledge and Skills

Required

Preferred

·          Good knowledge of accounting and financial management

X

·          Good knowledge of using accounting software Agresso

X

·          Strong computer skills (Excel, Word, Internet, etc.)

X

·          Strong analytical skills

X

·          Strong management skills and a team player

X

·          Strong interpersonal skills and negotiation skills

X

·          Fluency in English

X

·           

Languages

Required

Preferred

English and Nepali

X

Other language

X

Competencies (to be filled in by HR)

 Integrity,

Accountability

Communication

Building trust