Job purpose - to provide quality and effective financial services to Haiti country cluster office including accounting, treasury functions, and finance and provide the appropriate support during audit processes. The individual will be required to perform key tasks, with an emphasis on optimal performance, timely action, and proactive systems development

Treasury
• Be the custodian of the petty cash and emergency fund and ensure a sound management of these assets
• Ensure that adequate internal controls are well applied in the management of the funds in the petty cash, emergency fund and banks to safeguard the assets of the office
• Issue petty cash payments based on adequate supporting documents (invoice, receipt, evidence of expenditure vouchers) while ensuring all expenditure is properly authorized and coded by budget holders
• Ensure all payments are processed on a timely basis and include the adequate supporting documentation
• Support the Finance and Administration Manager, to ensure that enough in-country funds are available to comply with cash requirements included in the forecasts updating regularly on bank balances
• Prepare cash and expenditure analysis as needed
• Prepare the forecasts for the operating budget of the office
• Prepare the monthly cash request for the office for the approval for the Finance and Administration Manager and the Head of Office
• Management of all e-banking platforms inclusive of ensuring that the banking signatories are always current and the existing resolutions are up to date.
• Be the focal point for the communication with the bank officers
• Ensure that all the issues with the bank or currency broker are resolved in a timely fashion
• Ensure that debit advices for issued payments are remitted within a day of payment
• Be the focal point for transfers and receipts with National Societies keeping Project Managers and the Finance and Administration Manager updated
• Ensure that all the cash received is deposited in the bank within the week of receipt
• Processing of the Cluster monthly Payroll
• Processing of all approved staff and National Society Working Advance Request within IFRC guidelines and Project Agreement
• Provide timely and accurate information related to the transfer of funds to National Societies
• Ensure the cash and bank payments are processed on time, prepare request for payment in some cases and ensure they are properly authorized and based on adequate supporting documentation;


1. Financial Policies and Procedures
• Have a deep understanding of the financial federation procedures (e.g. authorization procedure, contracts procedure, etc.)
• Advise project staff in the appropriate interpretation of the financial procedures so the transactions to be performed are in compliance with them
• Provide feedback to project managers on documentation submitted with incorrect coding or inadequate supporting documentation
• Provide feedback to his/her line manager or the Regional Financial Controller of improvements in policies, processes or procedures
• Provide advice about how to manage or treat financial risks
• Implement best practices according to procedures that safeguard and optimize the use of financial resources through an appropriate internal control environment

3. Financial reporting and analysis
• Perform a periodic review of the transactions posted to the projects to ensure the accuracy of the transactions entered into the accounting system.
• Verify that the transactions have been processed according to the IFRS (International Financial Reporting Standards) and the IFRC (International Federation of Red Cross) policies and procedures. It is also important to ensure that the donor requirements have been met
• Prepare income or expenditure reallocations with the respective approval of the project manager to ensure that the reports can be send to the donor with accuracy
• Prepare ad-hoc financial analysis as per demand
• Interpret financial indicators to project managers and provide quality advice to increase the performance or minimize or mitigate risks
• Monitoring of Key Performance Financial Indicators in order to ensure that there is an adequate financial management of the projects
• Monitoring of the items in the balance sheet to ensure that all of them related to the operation are reconciled
Budgeting
• Provide technical support and advice to the project managers, programme staff or National Society Staff during the preparation and/or revision of budgets and / or thresholds
• Provide quality technical advice to the project managers in the preparation of their budgets
• Provide analysis of actual expenditures vs. budgets with its respective analysis of the variances (if there is any) and recommendations
• Monitor the level of implementation of the budgets and provide feedback to the management team
• Analyse, investigate, address and report significant variances against the budget

5. Accounting

• Ensure that all the accounting transactions are processed to the in-tray of CODA in a timely manner
• Apply the established procedures to ensure the proper use of some accounting modules (e.g. accounts payable)
• Ensures proper support of transactions and their valid justifications
• Prepares expenditure reallocations for review and posting by the Finance and Administration Manager
• Be responsible to prepare and submit the VAT report on time and accurate
• Be the focal point to receive all invoices. Effectively ensures the timely payment of all rent, utility, and supplier invoices
Relationship with National Societies and Stakeholders
• To provide training to the National Society staff on finance related matters
• Ensure compliance with International Federation guidelines and procedures
• Liaise with project managers and unit staff to provide effective services with the aim to contribute to the achievements of the plans and results
• Liaise with the assigned finance analysts to get advice, orientation, support on technical matters and provide feedback to the findings observed in the monthly field returns, accounting and financial matters
• Liaise with the Finance and Administration Manager to get support where necessary to accomplish task and keep her/him informed about progress or issues
• Support auditors in terms of clarification or providing supporting documentation
• Conduct briefing and debriefings to unit staff under his/her portfolio

7. Month-end close

• Perform the month end close in accordance with the accounting checklist
• Complete the closing of the month within the established dates as per the schedule
• Perform month end cash counts with the Finance and Administration Manager and Head of Office
• Prepare all the documents that should be review by the Head of the Office as per of the monthly revision and approval (e.g. balance sheet, petty cash, bank account reconciliation, checklist, etc.)
• Perform all the require processes to achieve the objectives for the closing of the accounting in the financial systems (e.g. booking of provisions, allocation, revaluation, etc.)
• Review the codes used to book the provisions and allocation to ensure they are being booked against the right codes
• Review the accuracy of certain accounts that should have a 0 balance at the end of each month

8. Other Tasks
• Liaise with Finance Officer to ensure outstanding balances of working advances to National Societies are cleared or reconciled before month-end
• Prepare a spreadsheet of National Society outstanding WA to be circulated to project staff
• Assist Finance Officer with any other duties and or functions as necessary to meet the deadlines of the Federation
• Prepares Remittance Forms and coordinates statutory disbursements such as NIS, PAYE and VAT for payment based on needs
• Ensures existing safeguarding controls of office assets
• Provides assistance in case of long- term vacancies, absence or illness to ensure business continuity
• Be prepared to assist during emergency operations
Be prepared to deliver training to finance and non finance staff (if it is required)

A university or Professional degree in an accounting or finance related area (required)
Qualification in business administration or accounting (preferred)

2+ years of professional experience in a finance or accounting
Experience in a similar business and administration role
Management experience of a team with a minimum of 3 staff members
Field experience in a humanitarian organisation
Experience of working with the Red Cross / Red Crescent
Self-supported in computing systems (e.g. accounting software package and MS Office)
Excellent communication skills
Time Management Skills
Skills in training and developing staff
Fluently spoken and written English Fluently spoken and written French Good command of another IFRC official language (Spanish), or any other language relevant to the region

https://www.ifrc.org/jobs/details.html?jobId=118126&jobTitle=Officer%2C%20Treasury

2023-04-16