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 (NSs). The overall aim of IFRC is “to 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.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The 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.

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into four main Divisions: (i) National Society Development and Coordination, (ii) Humanitarian Diplomacy and Digitalization, (iii) Management and Accountability and (iv) People and Strategy.

The IFRC has five regional offices in Africa, Asia Pacific, 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 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.

The position will be outposted at the IFRC Regional office in Kuala Lumpur with occasional travel as and when required.

The Senior Officer, Programme Finance plays a crucial role in overseeing financial operations and implementing the IFRC strategy for the Global Fleet. Reporting directly to the Lead, Global Fleet, this position serves as a vital link between the Finance and Global Fleet teams. Focused to the Service Delivery, the role demands strong analytical skills and financial expertise, along with the ability to collaborate effectively across departments and with various stakeholders.

Service Delivery and Improvement: The Senior Officer, Programme Finance will take charge of delivering financial services and customer support to stakeholders, ensuring robust financial control and accurate financial reporting. He/she will assist the Lead, Global Fleet with budgeting and analysis, ensuring that financial systems and business processes are streamlined and efficient. Additionally, will offer expert advice on risk management and provide support to relevant stakeholders within the comprehensive financial management framework of the IFRC.

Programme and Operational Support: The Senior Officer, Programme Finance is responsible for delivering timely technical support to the Global Fleet and finance accounting team across all areas, including budgeting, accounts payable, financial reporting, and oversight of fleet and stock finances. This role ensures compliance with IFRC standard operating procedures and regulations.

Strategic Financial Management and Business Development: The Senior Officer, Programme Finance is responsible for overseeing business improvement, cost efficiency, control enhancements, and financial sustainability. As a subject matter expert in the programme area, the focus is on strengthening financial management, reporting, and accountability.

Risk Management, Internal Control and Regulatory Compliance: The Senior Officer, Programme Finance is responsible for establishing and maintaining a strong internal control environment within the Global Fleet Program. This role includes ensuring compliance with the IFRC Risk management framework, international regulatory requirements and other pertinent financial regulations.

1. Service Delivery and Improvement:

Cooperation, Collaboration, and Partnerships

• Work in close collaboration with the Global Fleet team members to improve the operational planning, forecasting and projections, the quality of stakeholders reporting and Invoicing
• Work in close collaboration with the Global Fleet team members and the relevant stakeholders to identify and act upon opportunities for innovation, particularly in finance, administration, supply chain management, and logistics
• In close collaboration with the relevant focal points, negotiate financial terms and conditions of proposals, agreements etc., with stakeholders ensuring win-win outcomes.
• Ensure effective communication with relevant internal and external stakeholders to share information and best practice, proactively addressing and supporting organizational objectives.
• Support and coordinate with the IFRC HQ on receivables reconciliation, asset disposal details, and cost recovery validation.
• Verify logistics cost recovery (CR) sheets and ensure correct UCC data sharing.

Financial Processes

• Fully responsible to monitor the Accounts Payable of Dubai Fleet Hub
• Ensure all the invoices are received and recorded in ERP on a timely manner and in the correct period.
• Follow up on long pending invoices in ER
• Responsible to follow up the account statement from the suppliers
• Liaise with suppliers to follow up on invoices / credit note. This ensures expenses / accruals are capture in the correct financial period.
• Check the ageing of the suppliers every month end and update on the situation to Finance Manager
• Ensure credit notes are received and recorded in the balance sheet.
• Responsible to contact suppliers on the payment that is ready to disburse.
• Ensure ‘matching’ done in Finance system by each supplier invoice and is match with correct payment.
• Any forex gain/loss are recorded to the respective projects

Financial Reporting

• Perform a periodic review of the transactions positioned to the projects of the portfolio of this position to ensure the accuracy of the transactions entered the accounting system.
• Follow up on reports due date to ensure timely reporting
• Verify that the financial transactions have been processed according to the IFRS (International Financial Reporting Standards) and the IFRC policies and procedures.
• Lead on preparation of financial reports including income or expenditure reports in collaboration with the respective program manager ensuring accuracy, relevancy and timeliness.

Fleet & Stock Financial Oversight

• Maintain fleet stock records and book Stock Recharge Requests (SRR).
• Manage VRI dispatch, INTERCO tracking, and Fleet Service Fee bookings.
• Support periodic physical counts and reconcile vehicle rental data across systems.

2. Programme and Operational Support:

Budgeting

• Provide technical support and advice to the project managers during the preparation and/or revision of budgets
• Provide analysis of actual expenditures vs. budgets with its respective analysis of the variances
• Coordinate the expenditure reallocations when it is necessary to align planned expenditures vs. the budget lines
• Do consolidations of budgets of the respective portfolio
• Prepare outlooks in terms of the estimated expenditures of a project to complement the information provided to the project manager

Validation of transactions

• Ensure that all the transactions are validated following the policies and procedures
• Ensure all accounting transactions are properly authorized and documented by original and valid supporting documentation. Provide feedback to the project managers when findings have been identified in terms of documentation that does not meet the requirements or transactions that are not within the approved budget
• Follow up with the project manager or unit staff the timely submission of documents within the expected dates
• Coordinate the submission of monthly account statements to the staff to reconcile the balances and obtain the reimbursement or the settlement of the liability

Month end Closing and Filling

• Provide necessary support to the Finance Accounting team on Month-end closing
• Responsible for account payable ageing
• Ensure the date of invoices and payment correctly recorded
• Matching and allocation has been done correctly
• Handle SST matter and reimbursement on monthly basis
• Update the stock table for the merchandize sale.

Procurement & Purchase Order Monitoring

• Oversee all Purchase Orders, ensuring correct invoice allocation and follow-up on pending items.
• Review outstanding PO reports and maintain accurate cash forecasting through FCAST input.

3. Strategic Financial Management and Business Development

• Provide Finance expert advice to the Lead, Global Fleet on all financial risk, management, reporting and compliance matters
• Provide financial insights and recommendations to support strategic decision-making linked to organizational structure, financial sustainability, and resource mobilization.
• Support to develop financial management tools and guidelines for the Global Fleet that aligns with the organization's goals and objectives.
• Support the Global fleet team in the overall financial planning and forecasting processes

4. Risk Management, Internal Control and Regulatory Compliance:

• Participate in the dissemination of policies, processes and procedures.
• Oversee the application of the IFRC policies, processes, and procedures.
• Perform processes and procedural review with a view to maintaining a sound internal control environment
• Ensure that a rigorous internal control environment is maintained, including:
• Maintaining proper segregation of duties in the all areas of processes;
• Managing financial system access capabilities and rights;
• reviewing, advising, validating all contracts for compliance and financial risks;
• ensure that a financial risk assessment is conducted for proposals related to Global Fleet operations;

Required

• Bachelor’s Degree, Professional Qualification or equivalent in Finance Practice

Required

• 7 years’ professional work experience in an administrative / Finance role.

Preferred

• Demonstrated ability to manage core financial responsibilities in a fully remote environment
• Experience of working for a humanitarian organisation in a developing country.

Required

• Self-supporting in computers (Windows, spreadsheets, word-processing and accounting packages)
• Staff management and development skills
• Ability to develop and maintain systems and effectively communicate changes to counterparts
• Skills in finance, administration, organisation and planning
• Flexible approach and ability to work under pressure
• In good mental and physical health
• Fluent spoken and written English

Preferred

• Skills in training and developing staff
• Good command of another IFRC official language (French, Spanish or Arabic)

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