Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the worldโs largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of the IFRC is โto inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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.โ 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.
IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.
As part of the Africa Region, the Cluster Delegation for Zambia, Zimbabwe and Malawi facilitates sub-regional cooperation for ongoing emergency operations, development programmes, and provide direct support to these NSs. The central thematic focus of this Country Cluster Delegation is on food security and livelihoods, public health outbreaks, Floods, climate change, resource mobilization and partnerships, and any other emerging disasters.
The Community Epidemic and Pandemic Preparedness Program (CP3) is a global initiative that currently covers 7 countries with possible further expansion. The program focuses on building epidemic and pandemic preparedness at the community level to ensure early detection and early action to public health threats. The project also builds capacity of NSs to ensure local action and collaboration with government, ministries of health, the United Nations, and other civil society partners.
Job Purpose
Reporting to the Harare CCD Coordinator, Finance and Administration, the Finance Officer will focus on working with the finance team in managing the CP3 project finances for Malawi and Zambia. The Finance Officer will also provide support to other IFRC Operations in Malawi. The Finance Officer will guarantee accounts integrity and will process all accounting and financial information generated as the programmes are implemented, through a monthly production of financial statements supported by a detailed analysis of all balance sheet accounts. In addition to the accounting services, the post holder will provide a general support and advice to CP3 Roving Delegate on all programme related financial issues from the budgeting to the final evaluation and will work closely with the National society on finance development.
Job Duties and Responsibilities
Internal Control and Risk Management
Run the verification and input of suppliersโ invoices into READY. Perform sample review checks based on risks assessment results. Work closely with national society staff to ensure that expenditure is booked into correct budget lines. Ensure that expenditure incurred is in full compliance with the Federation Financial and procurement procedures. Request and Review NSsโ monthly bank reconciliations. Support the expenditure authorization process by giving the required financial validation relating to the coding, the budget balance, and availability of funds and ensure non-occurrence of expenditure outside the budget limits. Ensure all debts are settled in a timely manner and correct accounting entries are completed. Response for all admin in IFRC office Malawi. Support the Finance and admin manager on the month end closure of office accounts and ensure all expenses are correctly entered in the accounting package.Financial Reporting
Ensure that all financial transactions are properly documented and filed according to Federation filing standards. Ensure that National Society staff are aware and adhere to the donor funding and financial reporting requirements. Ensure timely fund transfer financial report to be done on time. Prepare quarterly a budget Vs actual report that will assist programme managers monitor project expenditures and balances. Data entry for all financial transactions into READYSupport
Support, train and build capacity of Program manager and National Society staff as required, on financial management. Give technical assistance to programme manager during the budgeting process in the light of the Federation budgeting guidelines. Support monthly reconciliation of National Societies -supplier and customer accounts. Support National society to clear their - advances with the proper documentation. Support program manager during training on meeting on all financial manners. Support program manager to prepare and submit quarterly CP3 asset register to the regional team. Update the CP3 staff list and share with the CP3 regional team. Provide financial management support during preparedness and response to emergency response operations.Monitoring
Monitor program operational needs through monthly cash forecasts in close consultation with program managers. Monitor the reconciliation of employee working and travel advance accounts.Audit and Compliance.
Process a monthly reconciliation of the funds transferred to NSs and establish a reporting discipline to minimize the level of -unreported advances. Act as a focal point during CP3 project audit, support the CP3 roving finance delegate to prepare all audit documents