NSD Project Support Officer At International Federation of Red Cross And Red Crescent Societies

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies (NS). The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality), policies and the Strategy 2030, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster, and country) comprise the IFRC Secretariat. IFRC office based in Jakarta is one of the Secretariat of Country Cluster Delegation (CCD) supporting National Societies in Indonesia and Timor-Leste.

The position of National Society Development (NSD) Project Support Officer will be working under the Development Unit of IFRC Country Cluster Delegation for Indonesia and Timor-Leste. The position will be supporting the implementation of NSD projects both in Indonesia supporting the Palang Merah Indonesia (PMI) and Timor-Leste supporting Cruz Vermelha de Timor-Leste (CVTL) managed by the NSD Program/Department.

NSD PROJECT SUPPORT OFFICER – NATIONAL STAFF

Date of issue : 22 – 07 – 2021

Closing date : 05 – 08 – 2021

Duty station : JAKARTA

Country : INDONESIA

Contract Duration : 6 (six) months with possible extension

Category of Staff : National Staff

Job Purpose

Provide support for and manage all aspects of financial and administration management of the NSD project/program, ensuring compliance with IFRC, PMI, and CVTL policies and procedures as well as donor regulations.

Job Duties and Responsibilities

Financial Management:

1. Manage regular project/program-wide accounting and finance functions including timely recording of transactions, cash management, reconciliation, monitoring, and reporting to ensure compliance with IFRC, PMI and CVTL’s financial policies and procedures.
2. Prepare and process to Finance Unit the PMI, CVTL and NSD/Development staff Cash Request/Working Advance Request and manage its reconciliation
3. Prepare and process documents to Finance Unit for the PMI and CVTL’s financial acquittals including preparing journals, ensuring accurate accounting codes and authorization, and providing final verification of the documents in coordination with National Societies’ counter parts and in accordance with IFRC and the National Societies’ policies and procedures
4. Develop and regularly update a track of PMI and CVTL’s Working Advance status and its reconciliation
5. Provide status of Working Advance reconciliation on monthly basis to the Budget Holder/Program Manager/Line Manager, PMI and CVTL project team
6. Provide Budget versus Actual of the projects on monthly basis to the Budget Holder/Program Manager/Line Manager
7. Liaise with CVTL to ensure that all original hardcopy of financial documents/invoices of CVTL are submitted to IFRC Finance Unit of Jakarta Office with proper and accurate filing
8. Prepare and validate payment requests for NSD/Development staff, consultants/vendors/suppliers to ensure payments are on time and in accordance with the agreement and completion of actual work
9. Maintain relationship, regular communication, and coordination with PMI and CVTL counterparts to ensure proper verification of financial acquittals and reconciliation of Working Advance
10. Maintain record of financial documents at Shared-Folder
11. Support in providing mentoring/coaching/technical assistance on finance to both National Societies if required/needed

Administration Management:

1. Manage regular project/program-wide administrative requirements in accordance with IFRC policies and procedures
2. Prepare, manage, and ensure accurate authorization and process for documents and procedures for Travel Order, Requisition, Consultant recruitment and selection, Project Agreement, arrangement of Translation, Meetings/Workshop, Procurement, Transportation, and other Logistical needs
3. Provide quick translation as needed for short documents and/or during meetings
4. Maintain proper inventory, filing and recording systems of NSD program/project
5. Perform other work-related duties as assigned by the line manager

Requirements

Education

• Professional/academic (Bachelor’s Degree) qualification in finance, accounting and administration services

Experience

• Experience working in a RC/RC National Society and/or IFRC/ICRC (Preferred)
• Experience of working in the humanitarian or development sector with focus or responsibility in finance and administration
• Minimum 3 Years work experience in a finance or accounting and administrative roles
• Experience of working with IFRC accounting, administrative, procurement and logistic systems (Preferred)
• Experience of working in a project management setting (Preferred)

Knowledge and Skills

• Advanced skills in computers (Windows, spreadsheets, word processing and accounting packages)
• Knowledge and experience of CODA (Preferred)
• Experience of and ability to use manual accounting systems
• Programme and project management experience including planning, monitoring, evaluation and reporting (Preferred)
• Knowledge of logistics and procurement system/procedures
• Organized, detail-oriented, able to work under pressure, and multi-task to meet deadlines
• Flexible, self-motivated and able to work with little supervision
• Skills in training and developing staff (Preferred)
• Strong interpersonal skills and ability, problem solving, conflict and ethical management skills
• Professional credibility, proactive, able to work effectively at all levels across the organisation
• Ability to identify issues and formulate options/recommendations
• Excellent written and oral communication skills

Languages

• Fluency in English and Bahasa Indonesia (oral and written)