Country: Haiti
Closing date: 13 Sep 2013
Purpose of position:
The Finance Coordinator integrates the Support Services management team and is accountable, under the direction and guidance of the Head of Support Services, for creating financial value, optimizing support and positioning the Finance Team as "business partner".
Description of Key Duties and Responsibilities:
Coordinate the strategic direction and operational services for the economic, efficient and effective management of the International Federation financial resources and promote cooperation between these operating and participating national societies
Actively participate, query and highlight on any perceived/ possible financial risks in relation to contracts, memoranda of understanding or agreements
Pursue from contractual agreements to practical implementation of the financial procedures to ensure satisfaction in terms of proper financial control
Track, monitor and control financial commitments
Support the NS in the preparation of the financial data for the Federation Wide Report
Ensure that the transactions are performed in compliance with the financial or accounting procedures and policies
Verify that the transactions are performed respecting the donor conditions
Coordinate the budgeting process in Haiti
Coordinate the budget preparation among project coordinators and finance staff
Provide quality technical advice to the project managers in the preparation of their budgets
Develop tools that facilitate the work to gather the financial data and prepare the budgets
Provide guidance in terms of trends analysis to give better estimations for the budgets
Lead the budget revisions and advise on their realism, consistency and compliance
Review and validate the finance section of funding proposals to ensure that it includes all the associated costs and therefore the IFRC is fully recovering all the costs
Review staff requests against the budgets before submitting it for approval to the Finance Advisor
Monitor the level of implementation of the budgets and provide feedback to the management team in Haiti
Oversee the preparation of accurate and timely financial reports
Coordinate the donor financial reporting process ensuring that the reports are prepared and send to the donors before due dates
Advise and provide timely and accurate financial information to management team, assisting them to interpret and understand the financial information that allow them to take better decisions based on the current and future situation
Coordinate the provision of regular management reports to allow the project managers to review and monitor effectively their projects and make effective operational decisions
Conduct regular meetings with the management team and programme coordinators to explain the overall finances together with the finance delegates
Safeguard and optimize the use of financial resources through an appropriate internal control environment, with an emphasis on:
Finance and accounting policies and procedures
Effective budgetary control
Effective oversight of bank and cash portfolio
Coordinate with the ZFU the development and implementation of adequate policies for the treasury and cash management
Implement corrective actions to manage the financial risks
Oversee audit processes
Prepare for, facilitate, and ensure smooth processes
Provide direct input to these reviews and clarify queries at source
Provide feedback on formal basis for management input to the final documents
Follow up on outstanding issues
Accept recommendation and ensure implementation of them
Support, assist and advise the operating national society in
Advise the NS how to improve the financial reporting component of its operations (e.g. working advances)
Training the key finance staff of the NS
Ensuring alignment with International Federation guidelines and policies and provide advice in the use and benefit of international accounting standards
Manage and control the funds and financial assets of the operation. This includes cash flow and cost control management as well as the management of the payments, cashier, bank signatory and payroll functions
Develop policies to avoid unnecessary risks from either exchange rate fluctuations or physical losses
Review cash request analysis and ensure that the office is having enough cash to run its activities
Provide consolidate cash forecasts and pursue forecasting system
Maintain accurate registers of the assets and property of the delegation, and ensure that accurate office systems are in place and maintained
Ensure that an accurate accounting, authorization & internal control procedures environment exist
Ensure that expenditures are within approved limits for each project
Coordinate the validation of the maximum amount that a project is allowed to spend to avoid expenditures in excess of these limits
Analyse, investigate, address and report significant variances
Supervise that the expenditures are according to the budgets, address and highlight any item of non-compliance with financial procedures and report as appropriate
Build and maintain knowledge and understanding of the in-country activities of the components of the International Red Cross and Red Crescent Movement
Manage direct line reports and assigned resources (financial, equipment, etc.) soundly
Lead, direct and motivate staff to ensure the highest level of performance in their respective areas of responsibility, ensuring quality service, compliance, accuracy and timeliness
Focus the finance team to ensure alignment of the finance function with priorities and objectives
Ensure the finance team is adequately resources with competent personal that are properly recruited, trained and managed
Ensure the appropriate organizational structure is in place with adequate training, support and advise staff on financial or accounting matters
Be actively involved in succession planning and in ensuring match of skills and experience to positions requirements
Provide feedback of opportunities to raise funds
Represent the International Federation and liaise with counterparts from participating national societies and the ICRC as well as external partners, such as UN agencies (especially clusters), NGOs, donors, bilateral and multilateral organizations and missions active in the country within the mandate of the key tasks and responsibilities set in this job description
Deputize for the Head of Support Services when requested during his/her absences (if it is required)
Monitoring of Key Performance Indicators in order to ensure that there is an adequate financial management of the projects at all levels
Monitoring of the items in the balance sheet to ensure all of them are reconciled, properly booked and there is no dormant balances
Monitoring of the closing of the month to ensure that the accounting is accurate and update. It includes that the finance staff are meeting the deadlines to close the accounting as per the global time table
Supervise that the income or expenditure reallocations process are completed on time
Preparation of ad hoc analysis to the management team (e.g. financial implications and budgets for the exit plan, allocation of shared costs, etc.)
Monitor that the provision of supplementary services are being done according to the procedures and we are collecting the invoices on due time. If not, it should be escalated to seek for a solution
Lateral Relationships:
Ensure effective working relationship with the Services Coordinator in Haiti and the Finance Manager in Panama
Ensure effective working relationships with National Society counterparts and leadership
Ensure effective working relationships with head of missions of Participating National Societies and of ICRC
Ensure effective working relationships with technical teams and services units and departments at zone and global secretariat level
How to apply:
The Federation is an equal opportunity employer. In order for us to assure a proper comparative evaluation of your application for this vacancy and to enable us to consider your profile against other similar current and future vacancies, we ask that you submit your application through JobNet.Please apply directly to https://jobnet.ifrc.org and refer to Finance Coordinator (2013-102-FLD) or follow the link for more info on the requirements: https://jobnet.ifrc.org/public/hrd-cl-vac-view.asp?jobinfo_uid_c=3316&va...
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