Job Purpose

The Finance and Administration/HR Officer is responsible for providing administrative and HR support, as well as accounting services, for ensuring internal sound control, financial reporting, training, and providing advice and support to relevant stakeholders within a comprehensive financial management structure, which is related to all operations of the TPM Project. In close cooperation with the TPM Finance and Administration Coordinator and the HR Senior Officer, the Finance and Administration/HR Officer, will be in charge of IFRC budgeting & financial planning, technical support in financial management and monitoring of income and expenditure for the TPM Project. In addition to the accounting services, the post holder will provide general support and advice on all project-related financial issues from the budgeting to the final evaluation of the project and provide efficient financial management. S/he is also responsible for providing technical human resource support to TPM staff and in accordance with the overall Federation Global HR approach.

Job Duties and Responsibilities

Finance & Administration

Policies and Procedures

• Have a deep understanding of the financial and administrative procedures that will allow validating the transactions accordingly.
• Advise project staff in the appropriate interpretation of the procedures to ensure the transactions are compliant.
• Provide feedback to staff on documentation submitted with incorrect coding or inadequate supporting documentation.
• Provide feedback to the line manager (Finance and Admin Coordinator)/technical manager (Sr. HR Officer) on improvements in policies, processes or procedures.
• Incorporate risk management framework and control mechanisms in the operation.
• Ensure that TPM Project Internal control is in place, and continually review to identify possible areas of weakness in financial controls within the system, implement changes to address them.
• Provide training and disseminate the Fraud and Corruption Prevention Policy Financial Reporting.
• Perform a periodic review of the transactions posted to the project to ensure the accuracy of the transactions entered into the accounting system.
• Monitor World Bank reports list and provides and submit the complete report prior the due date.
• Verify that the transactions process occurs according to the IFRS (International Financial Reporting Standards) and the IFRC policies, procedures and that they follow the WB requirements.
• Ensure that all WB reporting requirements (financial) are met within the deadlines, and the accuracy, integrity, and timeliness of the reports are maintained.
• Prepare income or expenditure reallocations to ensure that the reports can be completed on time.

Budgeting

• Provide technical support and advice to the Finance & Admin Coordinator and staff during the preparation and revision of budgets.
• Provide analysis of actual expenditures vs. budgets with its respective comments of the variances (if any) and give recommendations.
• Ensure timely submission of approval requests.

Validation of transactions

• Ensure that all the transactions related to his/her portfolio are validated following the expenditure authorization policy and others.
• Ensure all accounting transactions are appropriately authorized and documented by original and valid supporting documentation.
• Follow up with the Finance & Admin Coordinator and staff to ensure that the forecasts, journal of expenditures, expense claims and other documents are presented within the established deadlines.

Treasury

• The post will be responsible for the monthly cash request analysis submission.
• Preparation of bank account reconciliations.
• Conduct petty cash counts (surprise or planned).
• Manage the cash disbursement process by ensuring adequate control mechanism are in place to ensure transparency of the process and supporting documents.

Job Duties and Responsibilities (continued)

Human Resources

Recruitment, Selection & Placement of all national staff

• Support recruitment, selection, and placement process of staff (job advertisement, interviews and assessment, reference check, selection, job offer and issuance of contract) for nationally recruited staff for IFRC Iraq Delegation.
• Brief staff for start of employment.

Systems, Processes & Procedures

• Support the maintenance of HR systems (online) and processes, ensuring they operate economically, efficiently and effectively in support of the business objectives and ensure alignment with International Federation guidelines and policies and compliance with procedures, systems, and processes.
• Support the monthly payroll and the NSSF contributions.
• Collect and validate all attendance sheets.

Training and Learning

• Promote and stimulate the use of the IFRC Learning platform among staff.

HR Administration

• Facilitate end of contract of employment /requests for extension and appraisals.
• Contribute to the improvement of briefing and debriefing arrangements.
• Execute Time Management of all national staff in Iraq delegation.
• Contribute to the preparation of accurate and timely human resources reports.

Duties applicable to all staff

1. Actively work towards the achievement of the Federation Secretariat’s goals 
2. Abide by and work in accordance with the Red Cross and Red Crescent principles
3. Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

• University Degree in Administration, Finance or HR – required
• Master’s Degree in Administration, Finance or HR – preferred

Experience

• 3 years of relevant professional experience in Administration, Finance and/or HR – required
• Experience in supervising people – required
• Experience in working in a complex environment – required

Knowledge, Skills and Language

• Proficient with Internet and Microsoft Offices – Finance & HR Systems – required
• Multi-tasking skills – required
• Good written and verbal communications skills – required
• Stress management skills – required
• Well knowledge with all the Iraqi region (18 governorates, Baghdad & Kurdistan) – preferred

Languages

• Fluent in English and Arabic – required
• French language – preferred

Competencies and Values

• Communication
• Collaboration and teamwork
• Customer relations