Finance & Administration Manager

International Committee of the Red Cross
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Jul 28

Position description

A.  Context

The International Committee of the Red Cross (ICRC) helps people around the world affected by armed conflict and other situations of violence, doing everything we can to protect their dignity and relieve their suffering. We also seek to prevent hardship by promoting and strengthening humanitarian law and championing universal humanitarian principles. 

The ICRC Delegation in New York City plays a key role in humanitarian diplomacy. ICRC is a Permanent Observer of the United Nations. Key international policies that originate at the UN in New York can affect the ICRC’s field operations and development of the law. 

 

B.  Job description & key responsibilities

General

  • Following the operational strategy, anticipates changes related to administrative department and adapts accordingly
  • Coaches concerned mobile (expatriate) and resident non-administrative staff in the areas of their administration related responsibilities
  • Actively participates in the development of the existing institutional administrative tools, presents proposals of modifications to better correspond to the need of the field
  •  For all activities within Administration acts as back-up and may be assigned as person in charge for specific activities in period of high needs
  •  Is the line manager for the accountant and the welcome officer

 Finance 

  • Participates in preparation of the PfR (yearly planning cycle) and leads budget-related meetings
  • In collaboration with other departments in the Delegation, estimates and prepares the annual budget. Provides coaching to concerned staff in this regard
  • Supervises, supports and trains the finance officer
  • Advises Departments' responsible on finance related matters and follow up of their respective budget and expenses
  • Responsible for drafting, updating, respect and implementation of the financial rules and regulations
  • Monitors and, if needed, proposes and implements, corrective measures regarding expenses
  • Establishes mechanisms to control and limit fraud within the Delegation
  • Supervises and controls cash and bank movements and ensures that the funds correspond to the operational activities
  • Controls and submits the monthly annual accounting and timely reply to RES_CTM comments
  • Finalizes and submits financial analysis (SitFin), Analytical forecasts and Field Financial Reviews 
  • Ensures that monthly cash needs meetings are held and coordinates the preparation of Authorization of Expenditure (AoE) requests.
  • Supervises and advises on Time Reporting related issues
  • Provides support and financial expertise to the colleagues in their contacts with external interlocutors
  • Remains aware of the general economic situation in the country

 Premises

  • Manages the pool of premises in line with operational needs and institutional guidelines
  • Participates in the selection of premises, negotiates and signs lease agreements in New York
  • Ensures procedures are in place for a proper maintenance and hygiene of the premises and regular update of the inventories
  •  Assures Covid-19 and/or other disease prevention management for all ICRC properties and functions
  • Ensures proper agreements are in place with subcontracting companies (security, cleaning, etc.) 
  • Ensures that mechanisms for stock (i.e. coffee-break items, office consumables, cleaning products, etc.) controls are in place 
  • Drafts, updates and implements the Housing policy and makes sure that the ICRC standard housing items’ list is updated regularly
  • In coordination with Management, ensures that passive security measures are implemented

 Welcome

  • Provides support and supervises the functioning of the unit; coaches employees
  • Supervises benchmark studies on Welcome-related services 
  • Negotiates competitive rates from airlines, hotels, travel agencies, etc. as per institutional standards
  • Supervises events and seminar planning from a budget and logistic point of view
  • Ensures that various working tools are up to date (Welcome file, Welcome DB, etc.)
  • Advises on hotel accommodation as well as on accommodation plans for new arrivals
  • Maintains regular contacts with external interlocutors (Consulates, Hotels, Airlines' representatives, etc.) and remains well informed on related developments (visa procedures, MFA regulations, customs formalities, hotels, etc.)
  •  In coordination with management, manages various specific cases of mobile employees (freight, per-diem allowance, accidents, medical evacuation, baggage insurance, etc.) 

 PEOPLE MANAGEMENT RESPONSIBILITIES 

  • Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision
  • Makes sure that deadlines for the PMD cycle are met
  • Engages in ongoing and continuous feedback and support, particularly for employees under her/his supervision, but also other staff members
  • Organizes regular meetings within the team to ensure optimal coordination of the work and proper flow of information
  • Ensures that job descriptions for employees under her/his supervision are up to date; seeks feedback and support from the HR Department if needed
  • Plans and coordinates the annual leave of the employees under her/his supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
  • Coordinates and supports the employees under her/his supervision in their personal development by coaching and advising them on internal and external training and development possibilities

  Logistics and IT

  • Supervises Logistics (purchases, shipment) and IT activities and their related procedures

 Other

  • Offers ad-hoc support to the Operations when needed

Application instructions

Only US Citizen or/and Green Card Holder may apply

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