The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
Title: Finance and Administration Officer
Location: Athens, Greece
Type of Contract: 6 month Contract
Application Deadline: 28 February 2017
Internal Candidates Are Encouraged to Apply
General:
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization with 190 member National Societies. Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality) and by Strategy 2020, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade. We act before, during and after disasters and health emergencies to meet the needs and improve the lives of vulnerable people.
Greece is the primary entry point for migrants entering Europe. The number of migrants arriving on Greek shores and passing through Greece has increased exponentially during 2015. On 2nd September, when the IFRC Emergency Appeal MDRGR001 was issued, the number had soared by 750 percent over the first seven months of 2015, compared with the same period the previous year. The massive arrivals of migrants pose a number of challenges for all involved in the operation whether on the Greek Islands or at the border zones.
ROLE PURPOSE:
- The primary responsibility of this position will be to review accounts and financial management of Greece Operations, in addition to handling administration (accommodation & transport).Key Responsibilities:
General Overview:
- The Finance and Administration Officer will provide specific administrative and technical support within the Delegation and ensure provision of efficient and cost effective services.
Finance
- Monitor Budgets by ensuring proper coding is done. This should be done with support of tools like chart of accounts, agreed donor activity coding and the right donor coding.
- Ensure compliance with donor requirements and IFRC financial and procurement procedures through checking expenditure and documentation and providing feedback accordingly.
- Reconciliation of Balance sheet items. This should be done in consultation and guidance from Finance Delegate.
- Preparing Payment Authorisations for different Suppliers handled by Admin i.e. House owner, Travel agent, Hotel, DSA, Visa and Travel Arrangement etc.
- Make accounting entries of Petty Cash payment only and review them to ensure expenses are properly coded.
- Preparing Requisitions and other forms needed for the Support service department.
- Initiation of bank payment in Bank portal
- Recording Cash Payment on finance system carried out by Office.
- Keeping records (financial, personnel, assets, contracts etc.), maintaining an appropriate filing system and ensuring that accurate office systems are in place and maintained
Accommodation:
- Assist in the Delegate housing follow-up, Filing, payments, communication with landlords, inventories for new houses, etc.
- Assist in following-up the management & maintenance of the houses.
- Preparation of Requisitions and payment authorisations for the houses.
- Delegate housing contract management, Extension, New contract etc.
- Follow up the expiry and extension of the contract.
- Security deposit of the Delegate apartment recovery.
Travel:
- Making Travel bookings for staff as per the approved travel request.
- Following-up Payments to travel agents
- Booking Taxi when needed
- Booking Hotels in different areas of Greece and outside of Greece based on the needs.
- Following up the payments and paper work for all Hotel bookings
Key Responsibilities:
General Overview:
- The Finance and Administration Officer will provide specific administrative and technical support within the Delegation and ensure provision of efficient and cost effective services.
Finance
- Monitor Budgets by ensuring proper coding is done. This should be done with support of tools like chart of accounts, agreed donor activity coding and the right donor coding.
- Ensure compliance with donor requirements and IFRC financial and procurement procedures through checking expenditure and documentation and providing feedback accordingly.
- Reconciliation of Balance sheet items. This should be done in consultation and guidance from Finance Delegate.
- Preparing Payment Authorisations for different Suppliers handled by Admin i.e. House owner, Travel agent, Hotel, DSA, Visa and Travel Arrangement etc.
- Make accounting entries of Petty Cash payment only and review them to ensure expenses are properly coded.
- Preparing Requisitions and other forms needed for the Support service department.
- Initiation of bank payment in Bank portal
- Recording Cash Payment on finance system carried out by Office.
- Keeping records (financial, personnel, assets, contracts etc.), maintaining an appropriate filing system and ensuring that accurate office systems are in place and maintained
Accommodation:
- Assist in the Delegate housing follow-up, Filing, payments, communication with landlords, inventories for new houses, etc.
- Assist in following-up the management & maintenance of the houses.
- Preparation of Requisitions and payment authorisations for the houses.
- Delegate housing contract management, Extension, New contract etc.
- Follow up the expiry and extension of the contract.
- Security deposit of the Delegate apartment recovery.
Travel:
- Making Travel bookings for staff as per the approved travel request.
- Following-up Payments to travel agents
- Booking Taxi when needed
- Booking Hotels in different areas of Greece and outside of Greece based on the needs.
- Following up the payments and paper work for all Hotel bookings