Overview
The Finance and Administration Delegate is responsible for providing financial support, accounting services, and ensuring sound internal control for the IFRC Colombia operation. The role involves budgeting, financial planning, management, and monitoring of income and expenditure.
Key Responsibilities
- Ensure a rigorous internal control environment and proper segregation of duties.
- Ensure all spendings are within approved ceilings.
- Prepare and follow up on MoUs and project agreements.
- Implement finance policies, processes, and procedures.
- Prepare implementation plans for audit recommendations.
- Provide guidance and support on Cash Transfer Programmes.
- Manage funds and financial assets, including cash flow, cost control, payments, cashier, bank signatory, and payroll.
- Perform monthly financial cycles accurately and within deadlines.
- Act as Finance Controller to safeguard Federation’s legal obligations.
- Manage the Budgeting Cycle (Appeal, Operating Budgets and PEARs).
- Record and report separately on Emergency Appeal operation financial commitments.
- Monitor and follow up on operations pledges.
- Monitor and indicate underspending on pledges and recommend time frame extensions.
- Ensure donor reporting requirements are met accurately and within deadlines.
- Track donor balances and ensure appropriate coding of expenses.
- Monitor commitment and spending on the Mobilization table.
- Work closely with SPRM and Logistics units on pledge commitments and clearance.
- Address dormant working advances.
- Manage day-to-day processing of NSWA.
- Review returns from NSs and ensure timely booking.
- Reconcile NSWA with National Society books of accounts.
- Review financial reports from NSs under cash transfer and funds transfer.
- Prepare donor financial reports as required.
- Prepare quarterly appeal financial reports.
- Prepare and carry out operations year-end audits.
- Effectively manage available funds to minimize risk of loss.
- Monitor timely submission of forecasts by 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.
- Prepare operating budgets in collaboration with operations managers.
- Support timely development of Operating Budgets and expenditure authorizations.
- Work with operations managers to ensure expedited cash transfers.
- Support operations managers with timely execution of project funding agreements.
- Guide implementation of cash-based programmes in compliance with SOPs.
- Serve as the focal point for cash-based programming.
- Ensure timely support for cash transfer programmes, review and approve reconciliations, and provide feedback on gaps.
- Support National Capacity Society Assessment and development of an implementation plan.
- Ensure effective management, maintenance, and compliance of administrative policies and procedures.
- Manage cost-effective general services, including transportation, accommodation, translation, archiving, health and safety, security, travel, and conferencing.
- Ensure people and activities are properly insured.
- Supervise daily management of IFRC buildings, maintenance, local procurement, facilities management, and implement a green and sustainable strategy.
- Ensure effective selection and management of agreements and their upload in the e-contract system.
- Ensure effective record keeping of financial, administrative, and assets’ inventory.
- Lead the provision of Administrative Supplementary Services.
Required Experience
Minimum 5 years of prior professional experience in accounting and finance management, office administration, management function. Minimum of 3 years in finance management position. Extensive experience of budget preparations, cash-flow statements & financial plans, preferably with IFRC. Extensive experience of writing financial reports.
Qualifications
Relevant University or Master’s Degree in Administration, financial management accounting (required). Professional qualification in finance or accounting (Chartered accountant, CPA or equivalent) (required).
