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Finance and Admin Officer
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29 Nov 2021

Finance and Admin Officer

Company: Armenian Representation of the Swiss Red Cross
Location: Yerevan, Armenia
Duration: 1 year, with a possibility of extension
Deadline: 20 December 2021

TERM: 

Full-time

JOB DESCRIPTION: 

The main purpose of this position is to maintain a good financial management system and internal controls to ensure that the economy, efficiency, integrity and transparency of the organization’s financial activities are maintained in accordance with the SRC’s financial management policies, national regulations, and internationally accepted Generally Accepted Accounting Principles (GAAP) or International Financial Reporting Standards (IFRS). Reporting to the SRC Country Coordinator, the Finance and Administration Officer has delegated responsibility of managing the financial and administrative businesses of the Country Coordination Office. The post holder ensures that the Country Coordination Office’s budget planning, accounting, financial monitoring and reporting are carried out in an efficient and transparent manner. The Officer supports the SRC Country Coordinator on all aspects of financial planning, budgeting, financial monitoring and controlling, and financial reporting on a regular basis. He/ she will also ensure that the financial management responsibilities as stated in the Project Agreement between the SRC and the project implementing Partner Organisation/s are strictly followed. The role holder is also expected to support SRC Country Coordinator in all logistic, HR and Administration matters of the coordination office operations in Armenia.
Reporting to: SRC (Armenia) Country Representative, Head of SRC ARO;
Staff currently reporting to the position: None.

RESPONSIBILITIES: 

a) Budget Management:
- Support the SRC Country Coordinator in formulating a Country Coordination Office budget according to the SRC’s budget structure and budget template;
- In close coordination with the SRC Country Coordinator, review project implementing Partner Organisation’s budget for its compliance with the SRC’s budget structure, guidelines, consistency, rationality, and operational coherence before forwarding to the SRC HQ for final verification and approval.

b) Cash Management:
- Responsible for cash management of the SRC Country Coordination Office, ensuring uninterrupted availability of funds for Country Coordination Office business activities;
- Responsible for managing financial operations of the SRC Country Coordination Office, such as management of petty cash/ safe, bank accounts, advances, payments, etc.;
- Follow up and reconcile all Balance Sheet positions, including the working advances to staff members, external parties, and project implementing Partner Organizations on a monthly basis.

c) Financial Accounting and Reporting:
- Maintain up-to-date accounting system, ensuring that all financial transactions are properly documented, correctly coded, and entered into the accounting system as per the organization policies and procedures and according to the organizational approval and authorisation competencies;
- Provide SRC HQ with the accurate, complete and timely monthly financial reports for the SRC Country Coordination Office and for the SRC funded projects as per the SRC HQ monthly reporting guidelines and instructions;
- Coordinate with all the SRC project implementing Partner Organisation/s in reviewing their project fund requirements, monthly financial and accounting reports as per the SRC HQ fund requests and reporting guidelines and instructions;
- Provide the SRC Country Coordinator with analytical financial reports on Budget versus Actuals Variance on a monthly basis for the Country Coordination Office and the SRC funded projects.

d) Audit Management:
- Support the SRC Country Coordinator in identifying, selecting, and engaging an independent external audit firm to conduct annual financial audits;
- Manage and organise necessary audit documentation for annual audits for the Country Coordination Office and support the SRC Country Coordinator to prepare management responses to the auditor’s findings and recommendations;
- Review external audit reports and management letter and implement the recommendations made by the external auditor to comply with existing laws and regulations to maintain transparency and efficiency in the financial management.

e) Internal Control System:
- Set up, implement and review a system of internal controls for the SRC Country Coordination Office and for the SRC funded projects as agreed in the Project Agreement;
- Develop SRC Country Coordination Office’s procedures manual, and train staff on the best practices, and staying current on relevant in-country financial regulatory changes;
- Conduct financial monitoring of the SRC funded project/s on a regular basis and ensure that the funds have been used as agreed in the approved budget, operation plan, and the Project Agreement;
- Support SRC Country Coordinator in assessing Country Risk Management Cockpit by appraising existing internal controls environment and risk management activities. This process may include: (a) financial monitoring visits to project locations (b) reviews of project implementing Partner Organisation’s financial management systems (c) coaching and training support in the areas of financial management;
- Review SRC Country Coordination Office’s financial management controls and compliance measures to prevent, any conflict of interest, breaches of conduct and potential fraud and corruption.

f) Capacity Building (CB) in the area of financial management for the SRC Country Coordination Office staff members and the Partner Organization/s as agreed in the Project Agreement.

g) Logistics Management:
- Support the SRC Country Coordinator to implement SRC’s procurement policies and procedures, complying with the country specific procurement rules and regulations;
- Ensure that the SRC Country Coordination Office’s assets are maintained and inventoried on a regular basis for their safety and availability for uses;
- Advise the SRC project implementing Partner Organisation/s on procurement matters when it follows the SRC’s policies and procedures on procurement management;
- Ensure that the SRC Country Coordination Office’s fleets are maintained as per the SRC fleet management guidelines.

h) Human Resources Management:
- Support the SRC Country Coordinator in the recruitment and management of the locally recruited national personnel;
- Maintain personnel records for the locally recruited national personnel;
- Responsible for timely payment of national personnel’s monthly salaries and benefits, mandatory statutory deductions such as income taxes, insurance and other social security contributions;
- Take care of visa and/ or working permits for the SRC’s international personnel and visitors;
- Advise the SRC Country Coordinator on national labour laws and regulations;
- Conduct briefing/ orientation in the area of human resources, financial management, accounting, and procurement management, to the SRC Country Coordinator or newly recruited national personnel;
- Maintain strict privacy and confidentiality of the personnel related data and information.

i) Support the SRC Country Coordinator in managing SRC Armenia office administrative matters related to the rental, maintenance, contract management, etc. to ensure smooth operation of the Organization.

j) Provide needful finance and administration support to the Emergency Response Unit (ERU) and Emergency Response Team (ERT) during their humanitarian aid deployment in the country.

k) Perform any other assignments within the job duties and responsibilities given or delegated by the SRC Country Coordinator as per the organisation’s mandate, professional capacity, and the organisation’s policies and procedures.

REQUIRED QUALIFICATIONS: 

- Master’s degree in Accounting, Financial Management, Business Administration or a related field of studies with similar professional qualification (i.e. CA, CPA, ACCA) from a recognized university with 2 years of professional experience working in the international humanitarian and development organisation managing projects funded through international donor agencies and managing grants, audits and financial management;
Or,
- Bachelor’s degree in Accounting, Financial Management, Business Administration or a related field of studies with over 5 years of professional experience working in the international humanitarian and development organisation managing projects funded through international donor agencies and managing grants, audits and financial management;
- Proven experience in the field of financial management, formulating project budgets, competent in communicating financial plans and actuals to both the finance and non-finance project management team;
- Good knowledge of accounting standards and accounting practices prevailing in the country, understanding of the fiscal systems of the project country in particular related to the activities of I/NGOs;
- Excellent IT skills in particular in computer based double-entry accounting systems and Microsoft Office Application (i.e. Word, Excel, Outlook, PowerPoint);
- Ability to adapt to the situation and work under highly stressful conditions if required;
- Respect to deadlines;
- Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities;
- Demonstrated capacity and prior experience in supervising/ training others as a coach/ mentor to develop financial skills and competencies of colleagues/ subordinates;
- Experience working in a multicultural and multinational team;
- Knowledge of the Red Cross’ fundamental principles and the Red Cross Movements is an added advantage;
- Good communication skills (fluency in both written and spoken communication) in Armenian and English languages; knowledge of Russian language is an added advantage.

APPLICATION PROCEDURES: 

Candidates are requested to submit their application in English language, with the full CV and references, by sending to: jina.sargizova@redcross.ch by the deadline. Only shortlisted candidates will be contacted. Please mention the position title ("Finance and Admin Officer") in the subject line of the email.

Please clearly mention in your application letter that you learned of this job opportunity through Career Center and mention the URL of its website - www.careercenter.am, Thanks.

ABOUT COMPANY: 

The Swiss Red Cross (SRC) as a member of the International Federation of the Red Cross and Red Crescent Societies is part of a worldwide network of 190 National Societies. The purpose of the Swiss Red Cross activities is to protect the lives, health and dignity of human beings worldwide. Swiss Red Cross opened its Representation Office in Armenia in 2016 and supports the Armenian Red Cross Society in the sector of Humanitarian Aids, Reconstruction and Rehabilitation and Cooperation and Development projects either in a bilateral or in a multilateral form.