Organizational Context

 

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies. The overall aim of 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.” 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 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 is 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, the Middle East and North Africa, Europe, and the Americas. 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.

The Country Cluster Delegation (CCD) in Khartoum supports the Republic of the Sudan, and State of Eritrea NSs to implement their strategies while cantering the IFRC Agenda for Renewal and Pan-African Initiative with a focus on NS Development.

This position will be based in Port Sudan to support the Head of CCD in day-to-day strategic and support services in the country.

 

Job Purpose

 

The Corporate Services Coordinator will be based in Port Sudan reporting to the Head of CCD and receives technical direction from the Regional Head, Corporate Services – Africa Regional Office.

The Corporate Services Coordinator will coordinate and facilitate the provision of comprehensive and effective corporate services for enabling IFRC operations and programs in the Cluster delegation for Sudan and Eritrea. In addition to the primary role of supervising the financial aspects of the cluster, the position holder will oversee and coordinate the support service areas of Administration, Fleet and Logistics, Procurement, and Human Resources.

 

Job Duties and Responsibilities

 

Finance:

• Ensure smooth implementation of Re@dy system at Cluster level including necessary capacity building of staff.
• Ensure that a rigorous internal control environment is maintained, including proper segregation of duties, that all spending is within Project Expenditure Approval Request (PEAR) approval, and that all spending is valid and complies with the IFRC procedures.
• Ensure that Memorandum of Understanding (MoU) and project agreements are in place for all National Society working advances, follow up on dormant working advances, and ensure the flow of expenditure clearance from staff working advances. Project agreements should have a clear budget breakdown, project proposal, and timeframe for spending and reporting. Compulsory to complete monthly working advance reconciliation between IFRC and NS.
• Support the implementation of the organization’s finance policies, processes, and procedures as well as internal and external audit recommendations.
• Manage the funds and financial assets of the cluster including cash flow and cost control management as well as the management of payments, cashier, and bank signatory.
• Manage the monthly financial cycle, within deadlines, without significant error, and maintain the accuracy of the numbers, to ensure satisfactory audit reports and positive evaluations of the financial aspects of cluster programs and operations.
• Record and report separately on operational and programmatic financial commitments (external agreements, pipeline purchase orders, program commitments, etc.) and be fully aware of possible commitments and planned ventures.
• Monitor and follow up on the Cluster income and cash pledges, identify overdue pledge payments or dormant pledges, and flag underspending in a timely manner for possible pledge timeframe extensions.
• Ensure that all donor financial reporting requirements are met within set deadlines and that the accuracy, integrity, and timeliness of the reports are maintained.
• Act as Finance Controller to safeguard IFRC’s legal obligations and commitments and take logical and financially sound decisions including tracking donor balances and ensuring appropriate coding of expenses.
• Provide comprehensive technical review/and advice on donor grants and proposals to the Head of CCD and Strategic Partnerships and Resource Mobilization (SPRM) colleague prior to signing funding agreement agreements while ensuring that finance validation is done before concluding the funding agreements.
• Coordinate the preparation of operating and program budgets, manage the budgeting cycle (Appeal, Operating Budgets, and project ceilings), ensure that detailed, realistic, and achievable budgets are presented for the CCD, and provide advice to managers on budgetary matters.
• Liaise closely with the finance analyst, budget holders, and Head of the country cluster keeping them updated on all significant financial issues pertaining to the operation and seeking advice/input/instruction as required.
• Supervise the day-to-day processing of transactions in accordance with established procedures, cash and bank payments as well as manage the provision of accounting services and perform the month-end financial close process.
• Coordinate the preparation of financial reports for management purposes as well as donor financial reports and ad hoc financial reports as may be required, and support program and year-end audits.
• Consider the financial risks and suggest/implement methodologies to reduce such risk, including field spot-checking and approaches that lead to greater physical verification and validation of transactions.
• Set-up SOSC and Ensure, track, and report that Shared Office and Services Costs (SOSC) fees are recovered as per costing principles of full cost recovery

 

Job Duties and Responsibilities (continued)

 

• Effectively manage the funds available for programs and operations at the country level, consistent with organizational policies, and with a view to minimizing the risk of loss. Includes monitoring field bank account balances, preparing accurate and timely cash requests, ensuring timely reporting, and invoicing, and managing bank account balances to minimize foreign exchange volatility on cash held for programs and operations.
• Provide expertise and advice to project management on an ad hoc basis on financial management matters pertaining to operations and programs as well as monitor financial key performance financial indicators monthly and provide advice and/or instruction to managers as to how to improve.

Support Services (Fleet and Logistics, Procurement and Administration):

• Lead and guide the Support Service Officer of the cluster to deliver on tasks effectively.
• Ensure proper maintenance of inventory of IFRC assets in all offices of the Cluster.
• Ensure adequate and timely coordination of event management-related tasks including cost estimation, venue selection, hotel booking, visas, catering, and training inputs, including proper coordination with Regional Office for event to be organized in Nairobi.
• Ensure timely processing of visas for internationally recruited staff, consultants, and visitors heading to cluster countries, and follow-up with relevant diplomatic missions for visa of DRC staff heading for overseas work-related engagements.
• Ensure that the database of the vendors is updated, the vendors are evaluated bi-annually before the extension of any framework agreement and assess the areas of support where there is a need to contract vendor/service provider.
• Ensure that all the contracts (lease, service, framework agreement) are in place and extend them in a timely manner by keeping a contract tracking table with all the relevant information for any required/anticipated action.
• Coordinate with the legal department to provide the cluster team with training and refreshing sessions on the e-contract application and contract management.
• Ensure that all the contracts within the cluster follow the national law depending on the country of the cluster and the IFRC terms and conditions.
• Ensure that the strategy of the cluster on vehicle management is in line with the IFRC vision concerning the support of the operations and programs carried out with the NS.
• In case of emergency operations and programs, develop an approach of dynamic fleet management within the cluster for example foresee the operationalization of a hub to deserve on a timely and efficient the needs in vehicles and any other fleet service or asset needed.

Human Resources:

• Ensure compliance with local legislation.
• In coordination with the Regional HR Team, set-up staff regulations for local staff.
• Support the managers in Performance Development Programme (PDP).
• Provide support to managers in the staffing and recruitment process and contracting of new local staff.
• Ensure regular monitoring of salary competitiveness for local staffs (salary and benefits).
• Manage the payroll process for the CCD local staff.
• Support HoCCD in HR-related issues and liaise/coordinate/escalate with/to the Regional HR Manager, as needed.

Duties applicable to all staff.

• Work actively towards the achievement of the IFRC 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

 

• Relevant university degree. Required.
• Master’s in business administration, Audit or equivalent. Preferred.
• Professional qualification or equivalent from relevant areas of expertise. Required.

 

Experience

 

• Minimum of 8 to 10 years of relevant professional experience in a humanitarian organization in complex or similar contexts. Required.
• Minimum of 5 years in Finance, HR, Logistics at a high level. Required.
• Minimum of 2 years work experience with an International Organisation, international non-governmental organization, NGO and/or government development agency. Preferred.
• Experience working with the International Red Cross / Red Crescent Movement. Preferred.
• Minimum of 5 years in in Team Management and remote support. Required.
• Experience in plan & budget, financial analysis & statements, reporting & treasury management, external financial audit. Preferred.
• Experience working in multicultural environment. Required.

 

Knowledge, Skills and Languages

 

• Result-oriented, ability to lead transitions within a matrix management structure. Required.
• Proven good judgment and ability to work with complete integrity and confidentiality, acting as a model of highest integrity in personal capacity and at team level. Required.
• High degree of discretion, tact and sensitivity with internal and external stakeholders. Required.
• Good ability in representation, negotiation, networking and communication. Required.
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook). Required.
• Advanced knowledge of accounting concepts. Required.
• Knowledge of International Financial Reporting Standards or equivalent. Required.
• Advanced knowledge of financial management and reporting applications. Required.
• Understanding of internal control and treasury management concepts. Required.
• Financial management skills. Required.
• Ability to effectively provide training on finance & administration management matters, contributing to a learning culture, sharing knowledge and engaging partners. Required.
• Fluent spoken and written English. Required.
• Fluent spoken and written Arabic. Preferred.
• Good command of another IFRC official language (Spanish, French). 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.
• Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others.
• Managerial competencies: Managing staff performance; Managing staff development.