Finance and Admin Assistant

Job Title

Finance and Admin Assistant

Classification Level

Grade 5

Organizational Unit / Duty Station

(Department / Regional Office / Delegation..... etc.)

Kathmandu, Nepal (Danish Red Cross Nepal delegation, working in integration with the IFRC delegation in Nepal)

Immediate Supervisor’s Title

Country Manager, IFRC/DRC CO Nepal

Technical Manager’s Title 

(if applicable)

Finance Manager, IFRC/DRC CO Nepal

Number of Technical Reports 

(if applicable)

NA

Number of Direct Reports 

(if applicable)

NA

Number of Indirect Reports 

(if applicable)

NA

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies to prevent and alleviate human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during, and after disasters, health emergencies, and other crises.

The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The IFRC is led by its Secretary General and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: i) National Society Development and Operations Coordination; ii) Global Relations, Humanitarian Diplomacy and Digitalisation; and iii) Management Policy, Strategy, and Corporate Services.

The IFRC has five regional offices in Africa, Asia Pacific, the Middle East, and North Africa, Europe, and the Americas.  The IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster, and country) comprise the IFRC Secretariat.

DRC has a longstanding partnership with the Nepal Red Cross Society (NRCS) having worked closely with them for a number of years, including in response and recovery, as well as in the delivery of community preparedness, disaster risk reduction (DRR), and health. The DRC Nepal Country Strategy 2022-2025 focused on, i) Emergency preparedness and response, ii) Inclusion in DRR, iii) Climate-smart solutions, and iv) Strategic advocacy and engagement with authorities.

The Finance and Admin Assistant will be based in the IFRC/Danish Red Cross (DRC), Nepal Country Office (CO) office located in Kathmandu, and is expected to contribute to the objectives of the DRC Nepal Country Strategy They will be responsible for supporting finance, administration, human resources, and logistics (including procurement).

The Finance and Admin Assistant will work under the supervision of the Country Manager while reporting technically to the Finance Manager (secondary technical line to Sr. Operation Officer). They will support and collaborate with other members of the DRC CO, as well as coordinate with counterparts in relevant departments of the NRCS, IFRC, and its members, as well as act as the points of contact with suppliers of goods and services.

The overall purpose of this position is to provide administrative and financial support to the IFRC/DRC CO; with specific focus on ensuring that operations/services are delivered to quality, and deadline.  As required, they will be called to travel to areas where DRC is supporting programs/projects.

Finance Management (20%)

• Ensure the payment of utility bills for the office and the delegate’s residence
• Facilitate vendor invoices and support for initiating payments 
• Maintain the petty cash for small payments 
• Track regular payments and ensure timely payment
• Lead in depositing TDS with verification on timely manner in coordination with DRC Finance and IFRC
• Ensure PF and CIT deposited in timely manner in coordination with DRC Finance and IFRC
• Keep updated filing system of financial vouchers and other important documents
• Support Finance Manager and Sr Operation Officer for financial audits

Logistics, Supply Chain, and Procurement (40%)

• Support the procurement of required goods and consultancy services for the IFRC/DRC CO and programs/projects as required following IFRC/DRC guidelines/policies and practices. 
• Support the Sr Operation Officer in maintaining an accurate and updated inventory of the office equipment/assets; as well as organizing for their maintenance and insurance.  
• Ensure timely servicing and renewal of DRC vehicles along with vehicle insurance
• Be active in providing required admin support to delegates and IFRC/DRC CO visitors including visas, residence permits, accommodation, travel arrangements, and purchasing of items as required 
• Review the vehicle logbook and ensure safety and securities items are well placed in DRC vehicle
• Coordinate with IFRC and suppliers for incoming and outgoing shipments of DRC delegates
• Support the Sr Operation Officer to keep an updated list of all contracts and procurement documentation to full audit trail standards.

Administration (30%)

• Support Sr Operation Officer in ensuring the administrative needs of IFRC/DRC staff are met. 
• Support to prepare an agreement for lease agreement, annual maintenance contractetc.
• Ensure smooth office operation and take timely repair and maintenance of office equipment and other assets
• Support to DRC team to prepare the MO/TO and another travel arrangementfor the field visit including air ticketing, vehicle hiring, and hotel booking.
• Provide administrative support to the program team for meeting, training, workshop etc.
• Support delegates in finding a residence and proactively support repair and maintenance and other required support as needed
• Supervise and monitor office helper and ensure tidy and cleanliness of the office
• Ensure office supplies and properly managed and efficiently used

Coordination with different stakeholder (10%)

• Support the Sr Operations Officer in liaison with counterparts in the IFRC/DRC CO; NRCS HQ and district chapter offices, IFRC and members, as well as relevant government agencies, and suppliers of goods and services. 
• Participate in staff coordination and other meetings as required.

• Any other tasks specific to this position will be identified and agreed upon by the job holder and line-manager.

Work towards the achievement of the IFRC/DRC goals through effective managerial and bilateral relationships and teamwork

Produce timely reports based on defined templates and indicators

Abide by and work by the Red Cross/Red Crescent principles

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

Education

Required

Preferred

Higher Secondary education in Management (+2) or equivalent qualification

X

Bachelor’s Degree Preferred

X

Formal training in one of the following areas: Business Administration, Finance Management, Logistics, and Supply Chain

X

Experience

Required

Preferred

Up to 3 years of experience in Finance, Administration, and Logistics

X

Exposure to working in a cross-cultural environment with expatriate staff

X

Experience working for the Red Cross Red Crescent Movement

X

Experience in working in partnership with NGO/humanitarian organizations

X

Knowledge and Skill

Required

Preferred

Ability to prioritize, meet deadlines, and achieve results through collaboration

X

Excellent written and verbal communication skills

X

Demonstrated ability to adapt and work effectively in dynamic and demanding operational environments and sometimes under pressure

X

Ability to work independently

X

Excellent organizational and interpersonal skills

X

Flexibility, ability to work in demanding situations and sometimes under pressure

X

Excellent team working and communication skills

X

Competency in the use of Microsoft Word, Excel, PowerPoint, Teams, e-mail, and the internet

X

Languages

Required

Preferred

Fluently spoken and written English

X

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

X

Competencies (to be filled in by HR)

Integrity, team building, credibility, flexibility, motivation, honesty, reliability, and cultural awareness