Senior Officer, 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 Lumpa); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe. 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 Senior Finance & Administration Officer reports to the Country Representative and is responsible for financial management and oversight of the Italian Red Cross delegation’s programmes and projects in Ukraine. The role works closely with management, programme teams, HQ and partners, while providing coordination and compliance oversight to logistics and procurement functions. It supports the effective, transparent and accountable delivery of programmes in line with IFRC, Italian Red Cross and Ukrainian Red Cross procedures, as well as donor requirements.

Under the line management of the Country Representative, the Senior Finance & Administration Officer is responsible for ensuring effective financial management and providing oversight and coordination support to logistics and procurement functions for the Italian Red Cross delegation in Ukraine, in line with IFRC/Italian Red Cross/Ukrainian Red Cross rules, procedures and donor requirements.

The role supports programme planning and implementation through sound financial oversight, accurate reporting and strong compliance mechanisms, while contributing to efficient, transparent and accountable support services. The position works closely with management, programme teams, HQ and partners.

Financial Management and Reporting

• Oversee the financial planning, monitoring and reporting of all programmes and projects implemented in country.
• Provide financial input to project design, budgeting, revisions and forecasting processes.
• Coordinate the review, follow-up and compliance checks of project agreements, contracts, regulations and guidelines related to the financial administration of all supported projects in the country.
• Monitor project expenditures against approved budgets and ensure timely identification and follow-up of variances.
• Ensure accurate, complete and timely financial reporting to management, HQ and donors, in line with agreed formats and deadlines.
• Support cash flow planning and monitoring to ensure availability of funds at all times.
• Coordinate and support internal and external audit processes and follow up on audit recommendations.
• Ensure that all financial documentation complies with IFRC regulations, donor requirements and best practices.

Finance Operations and ERP Processes

• Ensure the accurate and timely registration of invoices, journals and transactions in the ERP system.
• Oversee the preparation and processing of e-banking payments in the ERP system, ensuring proper authorization and segregation of duties.
• Support the month-end financial closure in close collaboration with the Country Representative and HQ.
• Ensure correct budget coding and availability of adequate supporting documentation for all financial transactions.
• Maintain organized financial records, files and electronic filing systems in line with IFRC standards.
• Monitor daily financial transactions to ensure compliance with IFRC financial policies and procedures.
• Oversee asset and inventory management processes and ensure alignment with financial records.
• Support the monitoring and recording of staff-related expenses, ensuring timely reimbursement and accurate accounting.
• Support statutory financial requirements such as VAT refund reporting, where applicable

Logistics and Procurement Oversight (Support Services)

• Provide technical oversight and compliance monitoring of logistics and procurement processes related to programme implementation.
• Support the application of IFRC/ItRC/URCS procurement procedures, including procurement planning, documentation and approval processes.
• Review procurement files and supporting documentation from a financial and compliance perspective.
• Support on ensuring alignment between procurement activities, approved budgets and project timelines.
• Support asset tracking, inventory control and verification processes in coordination with relevant focal points.
• Contribute to risk mitigation related to procurement, logistics and support services.

Coordination, Advisory and Capacity Support

• Act as an advisory focal point for management and programme teams on finance and support services matters.
• Provide technical guidance and on-the-job support on finance, ERP and compliance processes.
• Support partner organizations in financial management aspects of supported projects, including review of financial reports.
• Proactively stay informed on relevant IFRC, donor and local regulatory requirements and ensure staff are properly advised.
• Represent Italian Red Cross in relevant coordination platforms as required.
• Liaise with HQ, partners and internal teams to ensure effective coordination and information flow.

• Work actively towards the achievement of the Federation 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.

Required:

• University degree in finance, accounting, economics, business administration, or a related field.

Preferred:

• A postgraduate degree in International Cooperation or Humanitarian Studies.

Required:

• Minimum 5 years of progressively responsible experience in financial management within humanitarian, development or international organizations (INGO, LNGO, UN, Red Cross)
• At least 3 years of proven experience in program financial management, including budgeting, forecasting, monitoring and donor financial reporting.
• Experience in audit coordination
• Experience in providing financial oversight and compliance support to logistics and procurement processes.

Preferred:

• Experience working in a Red Cross or Red Crescent National Society and/or IFRC and/or ICRC.

Required:

• Good knowledge of the national regulatory framework in Ukraine relevant to financial management and compliance.
• Flexibility and willingness to travel to operational areas, as required.
• Strong knowledge of IFRC financial rules, procedures and internal control systems (or comparable NGO standards).
• Good understanding of procurement and logistics procedures in humanitarian operation
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Ability to work independently while maintaining close coordination with management and HQ.
• Good knowledge of major donor regulations and reporting requirements
• Advanced user of MS Excel and good knowledge of other MS Office tools.
• Fluent spoken and written English and Ukrainian.

Preferred:

• Good command of Italian.
• Good command of another IFRC official language (French, Spanish or Arabic).