وظائف Finance- Admin and Procurement Officer – British Red Cross

Organizational Context

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 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.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

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.

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 Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

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

The British Red Cross (BRC) has been working in the MENA region since 2004 with partner national societies and opened a satellite office in Beirut in 2013. The MENA & Mediterranean (MENA Med) region team in BRC work through and in close cooperation with the Red Cross and Red Crescent Movement partners in the region, including the IFRC and ICRC, Syrian Arab Red Crescent, Lebanese Red Cross, Iraq Red Crescent, Yemen Red Crescent, Libyan Red Crescent, and others. BRC are currently engaged with programming in, among others, disaster preparedness, capacity building, relief through cash and voucher assistance, and logistics-related programmes both bilaterally and multilaterally.

Job Purpose

Under the overall direction of the Regional Finance Manager, the Finance and Admin and Procurement Officer’s role is to ensure efficient, safe and effective office support to the BRC MENA team and programmes, and wider MENAMed team. Oversee the local procurement and maintenance of BRC assets across both countries. Facilitate high level BRC visits to Lebanon. Support in ensuring that the ongoing IFRC and BRC security and safety procedures for BRC office and staff are in place and updated regularly.

Job Duties and Responsibilities

Finance:

• Ensuring compliance with BRC relevant procedures, SOPs and guidelines.
• Responsible for all aspects of petty cash & bank management & receipts into and payments out of petty cash and banks, including ensuring that all transactions are correctly authorized and fully documented according to BRC payment procedures.
• Prepare cash payment voucher and disburse cash for working advance & per diem to the requesting staff member after the approval of budget holder and Regional Finance Manager.
• Prepare transaction entry form for bank & cash transactions related to MENA Regional Office.
• Prepare online bank payments & ensure proper authorizations while respecting the segregation of duties as per BRC payment procedures.
• Daily data entry on BRC financial system for all expenditures.
• Ensure regular cash and banks reconciliations of journal balances.
• Preparation of the monthly cash counts and bank reconciliations and obtain the required management signatures.
• Ensure proper bookkeeping of payments according to BRC donor coding,
• Reconcile and monitor staff working advances and report delays to RFM.
• Ensure monthly closure of accounts within required deadlines and the preparation of the office cash request.
• Review and analyze NS CT quarterly reports for submission to CCM.
• Check that incoming invoices agree with supporting documentation and BRC procurement procedures Process invoices in electronic invoice system.
• Responsible for the monthly financial provision and assure sufficient funds to be transferred from UKO to Beirut.
• Responsible for the correct filing of monthly vouchers as hard and soft copies.
• Liaise and support in bank operations to BRC Beirut and partners.
• Support Lebanon, Syria, and Iraq, Libya and Yemen programme managers in understanding procurement processes, including support to HNS colleagues in BRC countries of operation in MENA as required.
• Perform delegated responsibilities on all financial matters to ensure that internal control is in line and effective as required.
• Assist Regional Finance Manager in conducting financial spot checks of National Societies to identify the gaps and provision of recommendations.
• Support system improvement initiatives and ensure smooth roll out in the Regional and country offices.

Administration

• Ensure the smooth and effective running of the BRC Beirut office by supporting staff and visitors in all administrative tasks.
• Acting as focal point for all BRC staff and visitors, supporting with e.g. welcome and reception, preparing welcome packs, facilitating visas, meeting room, taxi and hotel bookings, security communication and arranging briefings, phones etc.
• Acting as liaison support between BRC staff and IFRC on all admin, housing and financial matters, e.g. property, visas, work permits and HR to ensure strong service delivery and accountability.
• Managing the guesthouse and visitor calendar, ensuring the property is cleaned regularly, maintained, functioning, stocked with basics and guests aware of running of the flat.
• Managing staff and office environments and any accommodation work e.g. follow-up of repairs with concierges/landlords/IFRC, managing office supplies, space and maintaining equipment, and ensuring the office area is kept clean and tidy.
• Supervise and handle all contracts and contractors related to BRC’s office.
• Manage all apartments of BRC delegates in Beirut including safety equipment and inventory, and initiate purchases as needed.
• Initiate and handle the payment of utility, rental, repair, maintenance, and similar invoices.
• Supporting team for coordinating and arranging meetings and workshops.
• Updating contact lists and general information documents e.g. welcome pack, contact lists.
• Taking meeting minutes as required, preparing correct and timely paperwork for signature and action.
• Maintaining accurate filing and archiving systems, both electronic and physical, for all administrative information, contracts and records including correspondence. Includes packing and repatriation of files as per BRC procedure.
• Translating documents (English–Arabic and vice versa) when needs arise.
• Performing work-related errands as requested e.g. going to the post office and bank.
• Collect attendance and headcount data from all BRC staff and submit to IFRC on a monthly basis.
• Assisting the Regional Finance Manager with day-to-day tasks and support to ensure efficient work delivery.

Procurement

• Facilitate procurement of items in Lebanon for use in MENA programmes in line with BRC’s procurement standards ensuring value for money, safety and due diligence obligations are adhered to.
• Complete proscribed entity checks for all suppliers in MENA in-line with BRC counter terrorism obligations.
• Support evaluation of suppliers, products, and services throughout the procurement process.
• Liaise with Procurement and Logistics team in London for shipping of items from UK to Lebanon. and vice versa.
• Maintain the BRC asset registers in MENA region.
• Procure items for the establishment and maintenance of the newly independent BRC office.
• Assisting in the security of the BRC office, including stored items, BRC safe and other valuable assets.
• Maintaining the BRC guesthouse and taking responsibility for its ongoing suitability for team needs.
• Support in the negotiation of contracts and contract amendments with suppliers.
• Represent BRC at relevant procurement and logistic meetings with NS and other Movement partners in Lebanon and Syria.
• Ensure BRC fleet management in line with IFRC fleet management policies and procedures.
• Support the CCM with compliance for relevant security.
• Maintain accurate and relevant files of procurement for future needs.
• Ensure segregation of duties in line with BRC internal fraud and corruption procedures.
• Ensure that partner NS staff in BRC countries of operation are aware and compliant of BRC procurement requirements as needed.
• Actively work towards the achievement of the Federation Secretariat’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

• University degree in Business Administration, finance or relevant major. – Required

Experience

• Relevant professional experience in administration and Finance for a minimum of 3 years is required. – Required
• Experience in event management, travel arrangements, dealing with hotels and other service providers.– Required
• Experience in positive stakeholder and client interactions and relationship management.– Required
• Experience in safely maintaining office, vehicle, and programmatic assets.– Required
• Experience in RC/RC movement.– Required

Knowledge, Skills and Languages

• Clear and precise oral and written communication skills, including ability to engage with a variety of staff and visitors of different experience and managerial levels. – Required
• Resourceful and capable to research and source information. – Required
• Demonstrated ability to facilitate procurement of items in Lebanon. – Required
• A can-do attitude, with an ability to work independently and under pressure. – Required
• Strong organizational and planning skills including accuracy, consistency, and attention to detail. – Required
• Pro-active, able to take initiative and highly organized. – Required
• Professional and warm manner when dealing with visitors, suppliers, contract holders etc. – Required
• Strong analytical skills, with proven problem-solving experience. – Required
• Self-sufficient in computers (particularly Excel, Word, SharePoint, PowerPoint). – Required
• Ability to establish priorities, plan, coordinate, implement and monitor work plan. – Required
• Excellent relationship-building skills and willingness to work in a team. – Required
• Ability to develop and maintain effective remote working relationships with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. – Required
• Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, resourceful, hardworking, trustworthy, mature and able to maintain confidentiality at all times. – Required
• High level of accountability and integrity for financial and asset management . – Required
• Willingness to travel when required. – Required
• Fluently spoken and written Arabic. – Required
• Fluently spoken and written English. – Required
• Good command of another IFRC official language (French or Spanish). – Preferred 

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
• IFRC provides equal employment opportunities.