Manager, Finance and Administration

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, with 191 member National Red Cross and Red Crescent Societies. IFRC uses the Triple R – response, resilience and respect – to deliver on Strategy 2030. IFRC responds to disasters and crises, ensuring timely, coordinated and locally led humanitarian action. IFRC supports its members in building community resilience in the areas of climate and environment, health and wellbeing, and migration and displacement. IFRC promotes respect for our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality, including in our work on values, power and inclusion. The IFRC focuses throughout on our core mandate – our raison d’être – of strategic and operational coordination, humanitarian diplomacy, National Society development, and accountability.

IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi); the Americas (Panama); Asia Pacific (Kuala Lumpur); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe.

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 Country Cluster Delegation (CCD office in Delhi provides management and technical support hub for the four National Societies in India, Maldives, Sri Lanka & Bhutan. The incumbent will be based in Delhi.

Under the supervision of the Head of Delegation (HoD) the Senior Manager, Finance and Administration is responsible for the day to day management of the finance and admin units within the country cluster delegation including India, Sri Lanka, Maldives and Bhutan. The incumbent will oversee the budgeting, financial and accounting planning management, monitoring income and expenditure, ensuring efficient delivery of office management and overall administrative services.

Risk Management, Internal Controls, and Regulatory Compliance

• Ensure maintenance of internal control environment including ensuring proper segregation of duties.
• Ensure that all spendings are within the maximum approved ceiling (PEAR approval).
• Prepare MoU’s and project agreements for NSs and ensure they are uploaded into Econtracts. Follow dormant WA and ensure flow of expenditure clearance from IFRC staff´s’ working advance.
• Implement finance policies, processes, and procedures.
• Prepare implementation plan of action for all internal and external audit recommendations assigning risk owners for all the gaps identified.
• Provide guidance and support on Cash Transfer Programmes.

Financial Management and Controllership

• Manage the funds and financial assets of the Country Cluster Delegation. This will include cash flow and cost control management as well as the management of payments, cashier, bank signatory and payroll functions.
• Perform the monthly financial cycle, within the deadlines, without significant error and maintain the accuracy of the numbers, resulting in satisfactory audit reports and positive evaluations of the financial aspects of the operation.
• Act as Finance Controller to safeguard Federation’s legal obligation and commitments and take logical and financially sound decisions.
• Support the Head of Delegation in matters related to financial analysis and related risk analysis, required for better financial planning processes.
• Manage the Budgeting Cycle (Appeal, Operating Budgets and PEARs) and ensure the detailed, realistic, and achievable budgets are presented for the office.
• Record and report separately on Emergency Appeal operation financial commitments (external MoUs, pipeline purchase orders, program commitments, etc.) and be fully aware of possible commitments and planned ventures.
• Monitor and follow up on operations pledges, identify overdue pledge payments or dormant pledge.
• Monitor and indicate underspending on various pledges and recommend possible time frame extensions.
• Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity and timeliness of the reports are maintained. Track donor balances and ensure appropriate coding of expenses.
• Monitor commitment and spending on the Mobilization table.
• Work closely with Strategic Partnerships and Resource Mobilization (SPRM) and Logistics units on commitment and clearance of the pledges and ensure implementation is in line with donor conditions.
• Address any dormant working advances.
• Manage the day-to-day processing of NSWA.
• Review returns from NSs and ensure timely booking.
• Carry out a reconciliation of National Society books of accounts.
• Review financial reports from NSs under cash transfer and funds transfer.

Financial Reporting

• Prepare donor financial reports, on an ad hoc, as required basis & and carry out operations year-end audits
• Prepare quarterly appeal financial reports for review with the operations manager

Treasury Management

• Effectively manage the funds available for programmes and operations consistent with organizational policies and with a view to minimizing risk of loss.
• Monitor the timely submission of forecasts by the project managers.
• Monitor field bank account balances.
• Prepare accurate and timely cash requests to the Regional Office.
• Ensure timely reporting and submission of draft invoices; including establishment of Integration Agreements which are fully signed.

Programme and Operational Support

• Prepare operating budgets in collaboration with programme / operations managers.
• Support the timely development of Operating Budgets, and related expenditure authorizations.
• Work with the programme / operations managers to ensure expedited cash transfers in support of programmes and operation.
• Support the programme / Operations managers with the timely execution of project funding agreements with the National Society with a view to enabling timely programme and operational implementation.
• Guide implementation of cash-based programmes in compliance with standard operating procedures.
• Be the focal point for cash-based programming.
• Ensure that programmes on cash transfer are timely supported, review and approve the reconciliation and provide feedback on gaps realised.

Administration

• Ensure effective management, maintenance and compliance of a documented system of administrative policies and procedures for the Country Cluster Delegation, South Asia.
• Manage cost effective general services that enhance productivity including transportation, accommodation, translation and interpretation, archiving and filing, welcome service. This includes the provision of outsourced functions when relevant (cleaning, gardening, catering, printing and security).
• Ensure that official equipment(s) and activities are properly insured as per the IFRC regulations and country legal requirements with the support of a local lawyer; report timely incidents to the Insurance Unit in Geneva.
• Supervise the daily management of IFRC buildings, maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management and ensure the development and the implementation of a green and sustainable strategy.
• Ensure the effective selection and management of agreements (office equipment, leases, rental agreements…) and ensure their upload in the e-contract system.
• Ensure effective record keeping of all financial, administrative and assets’ inventory and use the e-record system.
• Lead the provision of Administrative Supplementary Services, in the office, including ensuring service standards are maintained.
• Provide guidance and support to Administration staff in the CCD. Work on improving the systems and procedures to make them more efficient and in compliance with the IFRC standard policy and procedures.
• Ensure visa, housing issues for delegates are dealt in time and as per procedures.
• Maintain proper inventory of the office.

Information Technology

• Provide guidance and support to IT company/ staff in the CCD.
• Ensure smooth running of office in terms of IT.
• Ensure and accurate and updated inventory for IT equipment.

SARD Legal status & Supplementary Services duties:

• Be responsible for liaison with the Protocol Division of Ministry of External affairs (MoEA) for various duties under the SARD’s legal status agreement with the Government of India.
• The duties include liaison with all the respective sections of the protocol division of MoEA on various duties as specified in the protocol handbook, eg: diplomatic ID cards for international staff, CD number plates for vehicles, customs duty exemptions, etc.
• Act as Focal point for Integration agreements of SARD Office with respective NSs.
• Act as Focal point for SARD to liaise SARD legal advisors.

National Society Development

• Support National Capacity Society Assessment and development of an implementation plan.

* Relevant University or Master’s Degree in Finance / Administration / MBA / Accounting

* Professional qualification in finance or accounting (Chartered accountant, CPA or equivalent)

* Minimum of 10 years of progressive responsible professional experience in accounting / financial management, office administration, and managerial functions.

* Experience of managing and supporting staff

* Extensive experience of budget preparations, cash-flow statements and financial plans, preferably with IFRC

* Extensive experience of writing financial reports

Preferred :

* Experience in working in an international environment, preferably within the Movement or the United Nations or similar organization.

* Experience of supporting a RC/RC society on finance management and computerised financial systems.

* Experience in emergency response setting

* Extensive experience in contractual systems

* Advanced skills in computers (Windows, spreadsheets, accounting packages and word processing)

* Knowledge and experience of Business Objects, CODA & Fed Budget

* Strong skills in training and developing staff

* Strong organizational skills, methodological and logical approach to tasks and problem solving

* Good presentation, facilitation and note-taking skills

* Ability to organize, analyse and synthesize large amounts of information

* Ability to multi-task, work under pressure, and prioritize workload to meet tight deadlines

* Ability to manage complex and sensitive relationships with partner organizations

* Sound knowledge of Microsoft Office applications

* Able to present financial information clearly, orally and in writing

* Demonstrated core proficiency in (a) digital communication & collaboration, (b) basic digital content creation, (c) digital safety & security, (d) data literacy, and (e) problem solving with technology (including responsible use of AI assistants.

* Understanding of and commitment to IFRC’s mission and values.

* Preferably have experience to the International Red Cross & Red Crescent Movement

* Fluent spoken and written English

* Preferred : 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

Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others

Managerial competencies: Managing staff performance; Managing staff development