Finance and Administration Manager At International Committee of the Red Cross

Aim

Manage material and financial resources related to mission processes, monitor the execution of budgets, cash flows, financial analysis, personnel mobility and control of administrative expenses; guarantee the timely supply of the resources required in the implementation of operational projects and operation of the Mission units.

RESPONSIBILITIES

MAIN RESPONSIBILITIES

• Directs the administration team (driver, cleaning staff) coordinating and supervising their activities.
• Maintains contact with external interlocutors such as banking agents, lawyers, hotels, counterpart of the Guatemalan Red Cross, other counterparts such as NGOs or beneficiary groups, Ministry of Foreign Affairs, General Directorate of Migration and Immigration, landlords, etc.
• Ensures compliance with financial regulations and labor standards by all staff (resident and mobile).
• Facilitates the development and fluidity of humanitarian operations from Administration and Logistics when necessary, maintaining guarantees, control measures and administrative/logistical monitoring.
• Transmits administrative information to the Regional Delegation (DR) Mexico.
• Ensures that all purchases of materials, furniture and equipment for the Mission’s operations and facilities as well as their maintenance are made on time and according to established procedures.
• Stays up to date on the adequacy and implementation of security rules, ensures monitoring in general and the adequacy of practices in particular.
• He is responsible for the residences and offices of the Mission.

FINANCE

• Supports the monthly accounting closing, obtains a digital copy of the monthly accounting, prepares the monthly cash planning, as well as the sending of the monthly Time Reporting (TR). Send accounting files to DR_MEX monthly.
• Participates in the preparation of the annual budget and leads with the Headquarters the financial advice and global consolidation during the PFR processes.
• Periodically reports to Headquarters and departments on the status of budget monitoring and implementation.
• Responsible for the treasury according to the directives of the DR in Mexico.
• Makes payments for salary, rent, suppliers and other necessary services related to the operation of the office.
• Ensures the application of DR financial competencies (purchases, orders, contracts, transfers, work progress) and compliance with financial rules.
• Maintains relations with the bank and controls banking transactions (transfers, checks, etc.)
• Explains financial procedures to interested parties.
• Prepare any administrative/financial report that is requested by the DR in Mexico.
• Performs all the monitoring of the annual, monthly and quarterly financial formats to send to the internal auditors

Other specific activities:

Petty Cash

• Responsible for petty cash, ensures that amounts are maintained in accordance with financial rules.
• Perform cash transfers, work progress, calculations and per diem payments delivered in cash.
• Ensures that invoices, receipts or any other receipt do not contain smudges or smudges and that they have the information required in accordance with the financial rules, of the documents presented at cashier.
• Ensures maintaining records and control of work progress granted, as well as monitoring for its settlement.
• Performs daily cash counting and delivers it to the DRMEX Administration for review.
• At least once a month, carry out the petty cash count with the Mission headquarters.

Operational and Administrative Payments

• Receive invoices and requests in general for subsequent payment, check that the invoices are supported with the logistical, administrative and welcome documents to proceed with payment.
• Makes requests and payments for administrative expenses, keeps track of them and verifies that all payments are up to date.
• Issues VAT exemptions for operational and administrative payments and sends proof to the different suppliers.
• Make transfers through the different Agreements and Modules of the Virtual Banking System in the country’s banks.
• Monitors payment authorizations in virtual banking, ensuring that the corresponding authorizations have been made.
• Informs suppliers and different areas of the Mission of the payments made.
• Prepares petty cash checks and collects them according to needs.

GENERAL ADMINISTRATION AND PREMISES

• Coordinate the cleaning staff who work in the office and residence.
• Monitors the maintenance/renovation of buildings occupied by the ICRC (office and residences).
• Suggests and proposes measures for better use of resources (financial and equipment).

WELCOME

• Follows up on lodging and event requests, as well as the logistics of the visitors’ stay at the Mission (accommodation, transfers).
• Ensures obtaining the corresponding visa and accreditation of mobile personnel, before the Ministry of Foreign Affairs and corresponding consular offices, in coordination with HR Geneva and DR Mexico.
• Maintains an updated file of all administrative matters (resident/mobile staff, residences, office, etc.).
• Maintains close communication with DRMEX Welcome Manager.
• Records, files and manages general Welcome department information accurately and confidentially.

INFORMATION MANAGEMENT / CHANCERY OFFICE

• He is in charge of the physical archive of the Guatemala Mission, in coordination and support of the Executive Assistant and Manager of Information Management DRMEX.
• Handles incoming and outgoing physical correspondence, especially the GUA-MEX diplomatic bag.
• Manages ICRC Identification Elements (badge, breastplate, pin, flags), as well as stationery with mission letterhead and stamps.

IT

• Organizes the replacement and purchase of equipment according to headquarters guidelines in coordination with MEX IT staff according to equipment specifications/characteristics.
• Supports the basic difficulties that collaborators have in IT matters.
• Local inventory control.
• Helps in the communication and application of ICT policies with the help of ICT Mexico.

LOGISTICS

• Ensures the proper functioning of all purchases for all programs, in terms of procedures, prices and quality.
• Management of statistics of the Guatemalan mission collects, verifies and sends to Geneva all institutional statistics from the field of the programs and projects part.
• Verify and approve supplier invoices.
• Maintains updated records on merchandise movements.
• Secures files according to institutional instructions.
• Prepares tenders, the selection of suppliers and the preparation of annual and individual contracts, including the technical specifications of the articles and approval of the selection tables.
• In the event of price changes within fixed contracts, ensures compliance with institutional procedures (selection table, contract annex, etc.) and transmits the information to GVA.
• Provides field support on the application of Logistics procedures.
• Responsible for validating the supporting documents of each management.
• Supports the import and export procedures for equipment and materials that require it.
• Supports the preparation of inventories of equipment, equipment, goods, furniture, and vehicles.
• Supports vehicle procedures with the Ministry of Foreign Affairs (diplomatic plates and application for franchises)
• Manages and operates the automated logistics program (FSS) for purchases.

HUMAN RESOURCES

• Ensures the flow of information and respect for HR communication rules between the Mission and the DR.
• Manages and updates the Mission’s resident personnel files and ensures that the DR receives copies of all documents. Communicate all changes related to personal data of resident employees, personnel changes, job descriptions, annual evaluations, etc.
• Manages vacation planning, monitoring of absences and disabilities in coordination with the HRO.
• Supports the Head of Mission in resolving conflicts or problems that arise regarding personnel.
• Acts as an HR focal point for resident staff, reporting concerns or questions to HR/MEX, communicating and ensuring compliance with institutional policies and HR procedures.