Finance and Procurement Assistant

İşin təsviri

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. 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. 

The 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 the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. 

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.

The IFRC has been present in the South Caucasus region, including through Country Delegations in Armenia and Azerbaijan since 1992 with large scale humanitarian programmes. Currently, IFRC has a Cluster Delegation based in Tbilisi, Georgia that covers three countries in the South Caucasus and includes country offices in both Armenia and Azerbaijan. This position is based in Baku and reports to the IFRC Senior Finance and Admin Officer in Baku.

Job Purpose:

Reporting to and under supervision of the Senior Admin and Finance Officer in Azerbaijan, the finance and procurement assistant is responsible to provide financial management, accounting support services to programs and office running budgets, ensuring effective support to financial control and financial reporting. The finance and procurement assistant is also responsible for conducting procurement support services through drafting of necessary tender documentation including technical specifications, logistics requisitions, request for proposals, completing the bid analysis and drafting of the contracts/agreements with suppliers.

Job Duties and Responsibilities:

Risk Management & Internal Controls:

• Support the Senior Finance and Admin Officer in the implementation of internal and external audit recommendations, as necessary
• Support the financial risk assessment for project proposals, as necessary.
• Monitor budgets regularly and advise Senior Finance and Admin Officer on budgetary matters.

Financial Management:

• Support the Senior Finance and Admin Officer in effective management of IFRC Bank account in Azerbaijan.
• Support the Senior Finance and Admin Officer in preparation and regular update of operating and project budgets. Ensure timely and effective coordination with the partners in financial reporting.
• Provide certain accounting services, under the supervision of the Senior Finance and Admin Officer.
• Support the Senior Finance and Admin Officer in budget review and revision processes.
• Support the Senior Finance and Admin Officer to timely and effective processing of relevant agreements on eContract platform.
• Ensure all required documentation (travel order, working advance, logistics requisition, payment authorization) and requests are signed and presented to Program and operations manager for further processing.
• Manage petty cash implementation including purchase of services and items, making payments, preparing of journals (related to petty cash as well as bank transactions) and support the Senior Finance and Admin Officer to ensure financial month end is done as per IFRC regulations.
• Ensure translation of payment cheques where needed.
• Support the Senior Finance and Admin Officer in processing transactions on the online banking platform as assigned.

Financial Reporting:

• Prepare ad hoc financial reports and provide timely advice on financial updates regarding IFRC supported projects and activities.
• Coordinate and ensure timely and accurate filing and receipt of the financial reports for running projects (as per Project Grant Agreements) from the implementing partners.
• Support the Senior Finance and Admin Officer in raising donor financial reports, on an ad hoc, as required, basis or based on planned reporting.
• Preparation and submission of accurate and timely cash forecasts to the Senior Finance and Admin Officer.
• Support programme and year-end audits.

Job Duties and Responsibilities (continued):

Procurement and Logistics Management:

• Preparation of relevant documentation for tenders in coordination with programme management team including drafting of technical specifications, identify suppliers, send out request for quotations and preparing the Comparative Bid Analysis.
• Track and coordinate with the suppliers, timely and effective delivery of items and/or services.
• Ensure proper market assessment is done to identify potential suppliers and preparation of the vendor list for the IFRC office to support decision-making.
• Support with logistics accompaniment of the IFRC supported procurement processes both done directly and through the implementing partners.
• Work closely with the Azerbaijan Red Crescent Society and other partners to ensure that all local procurement follow the IFRC procurement rules and regulations and that supporting documents are in compliance with IFRC procedures (CoC, CBA, Quotations, Approvals, etc.)
• Monitor stock, inventory and ensure all purchased items are registered with full details.

Administrative Support:

• Ensure strict adherence to accountability and transparency rules.
• Ensure preparation and monitoring of Integration Agreements with partner National Societies when needed.

Education:

Required:

• Relevant university degree or extensive professional experience in related field

Preferred:

• Professional qualification in accounting, procurement/logistics or equivalent
• Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, management, etc.)

Experience:

Required:

• Minimum of 2 years work experience in financial and/or procurement fields with an international Organisation, international non-governmental organization, NGO and/or government development agency
• Budget planning and reporting
• Financial reporting
• Management of procurement of services and items including market assessment

Preferred:

• Volunteering or working within the Red Cross / Red Crescent Movement
• Management of accounting services
• Management of tender procedures including service/framework agreements

Knowledge, Skills and Languages:

Required:

• Highly organised/time management skills
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook)
• Ability to pay attention to detail
• Procurement management skills
• Fluently spoken and written English

Preferred:

• Knowledge of accounting concepts
• Understanding of treasury management concepts
• Good communication skills
• 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

https://www.ifrc.org/jobs/details.html?jobId=111528&jobTitle=Finance%20and%20Procurement%20Assistant

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