Regional Finance and Administration Officer

Organizational Context

The purpose of the regional offices (RO) is to ensure implementation of the international strategy in the region, by establishing and following up regional and country strategic direction through regional and country frameworks. This means that RO is responsible for strategy implementation, ensuring accountability and providing leadership in the region and for supporting country offices (CO) based on strategic direction and overall frameworks from national office. The RO ensures strategic relationship management with all Norwegian Red Cross NS partners in the region, the Federation and the ICRC, with a focus on regional emergency preparedness and response. The RO furthermore ensures strategic relationship management with donors and external partners and supports CO with grant management. The RO supports and oversees finance management and results management (PMER) in the region in line with established standards and best practices. The RO is responsible for optimal use of human resources by ensuring efficient and purposeful communication and collaboration, including with National office. The RO promotes competency development and ensures efficient leadership and a conducive working environment in the region.

Job Purpose

The purpose of the Regional Finance and Admin Officer is to support the management of a strong internal control environment, including segregation of duties, and the application of finance and administrative policies, processes and procedures throughout the region.

Job Duties and Responsibilities

STRATEGIC RESPONSIBILITIES

• Support in coordinating the accounting and finance functions of the regional office in line with Norwegian Red Cross rules and procedures.
• Support the regional and country offices in all aspects of financial management enabling humanitarian programs.

OPERATIONAL RESPONSIBILITIES

1. Budgeting

• Support in the preparation of the Regional Office, Country Offices and National Societies programme and project budgets consistent with plans.
• Support in ensuring that budgets are re-prioritised bi-annually in line with available funding.

2. Accounting

• Responsible for obtaining required supporting documents, verification with approved budget and authorisation signature by the relevant personnel.
• Prepare cash payment voucher and disburse cash for working advance & per diem to the requesting staff members after the approval of budget holder and Regional Senior Finance officer.
• Prepare transaction entry form for bank & cash transactions related to Asia Regional Office.
• Make entries in accounting software- Agresso for bank transactions in Asia Regional Office.
• Daily accounting for the Asia regional office in compliance with the Norwegian Red Cross Operational Manual, including the Finance and Accounting Manual (FAM) and the regulations for financial control. Scan and file accounting documentation in the accounting system.
• Ensure monthly closure of accounts within required deadlines and the preparation of the office cash request.
• Implement standardised filing and archiving system for the Region and at Country Office levels while promoting adherence to the same among programme departments.
• Check that incoming invoices agree with supporting documentation and NorCross procurement procedures. Process invoices in electronic invoice system.

3. Reporting

• Assists in providing feedback on the tertial reports required by HQ
• Participate in monthly and year-end books closing tasks

4. Compliance and audit

• Coordinate all work that will easily facilitate and enhance successful audit of Regional Office operations and programmes.
• Support in the preparation of the audit working papers twice a year and whenever the need arises.
• Supports with the analysis of bids and sourcing for items less than NOK 5,000.

5. Monitoring

• Ensure that all project expenditure authorization process is as per approved Accountability Matrix.
• Ensure that all procurements are in line with Norwegian Red Cross policy and procedures at the point of clearing the payments.
• Perform delegated responsibilities on all financial matters to ensure that internal control is in line and effective as required.
• Assists in conducting on site 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

Job Duties and Responsibilities (continued)

6. Modality

• Ensure that programme advances to National Societies are controlled and cleared with acceptable documentation and vouchers.
• Work closely with the National Societies/country finance officers to ensure timely and quality reporting of advances
• Assists in rolling out new financial working modality within the supported partner National Societies.

7. Administration

• Responsible for administration related matters in Regional Office and be the liaison to IFRC APRO, whenever necessary
• Coordinates all travel related bookings with IFRC APRO and reconciliation of the invoices against the travel requests.

8. Treasury

• Responsible for month-end petty cash reconciliation and ensure that the cash account statement is supported by a Agresso print out.
• Responsible for bank reconciliation of all accounts in Regional Office, check and ensure that all the daily bank register is updated.

COLLABORATION

• Contributes to International Programmes and Preparedness Departments global efforts to harmonise and improve administrative procedures and processes between the National Office, Regional and the Country Offices.
• Supports Country Programme Managers, Regional and Country Finance Officers to ensure adequate financial management
• Collaborates closely with the Finance and Grants management Unit, to implement Norwegian Red Cross’ guidelines, rules, and regulations

Education

• A minimum of bachelor’s degree in accounting/finance or Business Administration with an accounting option
• Professional qualification in accounting (ACCA, Chartered accountant, CPA or equivalent)

Experience

• Minimum 3-5 years of experience in Accounting / Finance and/or related field
• Work experience with International Organisation, INGO or NGO would be an advantage
• Experience of delivering narrative and financial reports

Knowledge, Skills and Languages

• Advanced knowledge of accounting concepts, financial management and use reporting applications (e.g. Agresso)
• Understanding of internal control and treasury management concepts
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook)
• Ability to communicate effectively and sensitively with people from culturally and linguistically diverse backgrounds
• Self-motivated, pro-active and result-oriented approach to work
• Good understanding of financial management challenges affecting local organizations
• Ability to work towards achieving objectives and results.
• Ability to convince and gain acceptance
• Ability to communicate effectively.
• Ability to be solution oriented
• Ability to work in diverse cultural context
• Collaborates well with others and supports others in the pursuit of team goals.
• Creates a stable and re-assuring work atmosphere and is firm and reliable
• Good command of spoken and written English

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