Organizational Context

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

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The IFRC has five regional offices in Africa, Asia Pacific, the 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.

Logistics is a support service that serves both disaster relief operations and ongoing programs of the International Federation and the National Red Cross and Red Crescent Societies. Global logistics set-up includes a Headquarter-based Global Humanitarian Services and Supply Chain Services (GHS&SCM) in Geneva, GHS&SCM Units respectively located in Nairobi, Amman, Panama and Kuala Lumpur and a Global Logistics Service office based in Dubai which offers services to members of the International Red Cross and Red Crescent Movement.

As part of the IFRC global logistics set-up, the GHS&SCM in AP covers the entire Asia Pacific up to the Pacific islands. It has capacity and professional resources to deliver logistics/procurement services, in line with the global logistics strategy and activity directions.

To provide the most appropriate assistance to the vulnerable through the strong network of National Red Cross and Red Crescent Societies, it is crucial to deliver globally appropriate supplies and services, in good condition, in the quantities required, and at the places and time they are needed. A key enabler for this to happen is effective procurement management and quality service delivery.

This role is based in Kuala Lumpur, Malaysia, but operates as part of a Global Humanitarian Services and Supply Chain Management and therefore international travel is required, particularly throughout Asia/Pacific and to Geneva, Switzerland

Job Purpose

The Regional Senior Finance Officer is responsible, under the overall management of the Head of GHS&SCM and technical guidance of the AP Regional Finance Coordinator, for the overall financial management of Regional GHS&SCM as well as providing support in relevant financial matters of Regional GHS&SCM.

Job Duties and Responsibilities

Analyse financial and accounting information to assist in preparation of budgets for Head of GHS&SCM

1. To provide technical support in preparing the yearly budget for GHS&SCM and NS Capacity Building project using Fed budget system.
2. Assist Head of GHS&SCM and Logistics Capacity Building Delegate in preparing funding plan for NS Capacity Building project.
3. Ensure timely and accurate reporting to GHS&SCM for submission of the budgets.

Implement Cost Recovery Mechanisms to achieve financial sustainability and deliver a high level of customer service and satisfaction

1. Ensure that the cost recovery spread sheet are submitted by Logistics and Procurement department on monthly basis and charged as per the cost recovery mechanism and with relevant parameters for loading in the financial system.
2. Verify the codes to be charged with the invoices paid and monthly stock report.
3. Ensure that all service fees are charged by verifying against the payment done for the month.
4. Prepare and verify invoices to the Service Requestors and e-mail them on timely fashion.
5. Supervise and follow up on payment for outstanding invoices from service requesters and update Head of RLU of any issue with regard to the delayed payment.
6. Maintain good working relationship with service requestors in order to proactively deliver for implementation of the IFRC New Logistics Strategy objectives.
7. Ensure that the automated procurement service fees are charged and manually recode service fee that has multiple donor.

Providing all financial accounting duties on behalf of the GHS&SCM in compliance to the Federation financial procedures and policies and in line with the IFRC New Logistics Strategy objectives.

1. Ensure that expenses are correctly booked and fix any discrepancies accordingly within monthly report to be presented to management.
2. Prepare monthly presentation analysis of Income vs. Expenditure
3. Submit monthly forecast
4. Make payments (for GHS&SCM, APRO) to suppliers/service providers on timely manner.
5. Perform daily entries into CODA system and verify entries.
6. Provide support for bank reconciliation with AP Regional Finance Unit.
7. Assist Logistics department in actual cost calculation (ACC) for stock movement
8. Organise the yearly stock take.
9. Perform all entries for stock movement (STKIN,STKOUT ,STKM,RLUCR) in CODA.
10. Validate an LR if the additional amount shall result in the maximum inventory threshold being exceeded
11. Maintain list of current approved ACC.
12. Perform a month end reconciliation against the maximum inventory threshold.
13. Recalculation of all ACCs and revaluation of all balances
14. Maintain stock account for KL GHS&SCM, prepare analysis reports and analyzing variances.
15. Assist in preparing relevant document for audit and give feedback on the queries related to GHS&SCM finance.
16. Ensure GHS&SCM, KL monthly closing is in line with the IFRC finance closing timeline.
17. Give technical support and update the team in of any information related with finance to continue system development.
18. Ensure all paid PO in HLS are close yearly.
19. To Perform needed administrative tasks and duties for the GHS&SCM, APRO in compliance to the Federation procedures and policies as assigned by the Head of GHS&SCM, APRO.

Education

Required

• Accountancy qualification (Degree/Diploma)
• Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, management, etc.)

Experience

Required

• At least 5 years relevant work experience in finance / finance logistic procurement
• Minimum 2–3-year work experience with an International Organisation, INGO or NGO
• Minimum 2–3-year work experience in the profit sector

Preferred

• Experience with International Federation financial and accounting systems
• Experience of delivering narrative and financial reports

Knowledge, skills and languages

Required

• Documented skills in computer applications (spreadsheets, word processing, accounting applications, e-mail and internet)
• Self-motivated, pro-active and result-oriented approach to work
• Ability to work in a diverse cultural context
• Good understanding of financial management challenges affecting local organizations

Preferred

• Ability to communicate effectively and sensitively with people from culturally and linguistically diverse backgrounds

Languages

Required

• Fluently spoken and written English

Preferred

• Good command of another IFRC official language (French, Spanish or Arabic)

Competencies, Values and Comments

• Values: Respect for diversity; Integrity; Professionalism; Accountability
• Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust