IFRC

Services
Dakar, , Sénégal

IFRC

Services Dakar, , Sénégal

Officer, Corporate Services

Postuler
  • Lieu de travail Dakar, Sénégal| Sénégal
  • Date d'expiration 03 Décembre
  • Secteur d'activité Services
  • Nombre de postes 01

Job Duties And Responsibilities

Administration


  • Working closely with the Manager, Corporate Services, the incumbent will ensure that effective and efficient administrative services are provided to users/stakeholders of the Country Cluster Office.
  • Ensure all requested administrative services are provided to users/stakeholders including Integrated Partner National Societies (PNSs)

  • Ensure effective confidential management of all contracts, agreements, MOUs and other legal documents

  • Ensure the management, maintenance, and cleanliness of IFRC buildings

  • Support local and efficient procurement

  • Support for provision of accommodation and visas for international staff/visitors

  • Support the preparation of conferences, trainings, and meetings.

  • Support management and administration of agreements and maintain efficient filing system.

Finance

Financial Management

  • Provide accounting services; ensuring financial transactions are recorded in appropriate journals and posted weekly into financial system (CODA) to allow timely month-end financial closure process;

  • Ensure that IFRC internal control is maintained and that transactions are valid and comply with the IFRC procedures.

  • Receive supplier invoices and verify proper documentation submitted, verify coding and accuracy, and seek budget holders’ approval, thereafter, make timely payments to the suppliers.

  • Perform monthly review of the Balance sheets warning; proceed with reconciliation of IFRC Accounts Payable and Accounts Receivable (Working Advances to staff and National Societies).

  • Ensure monthly invoicing of the services to the Integrated Partner National Societies and closely monitor any discrepancies.

  • Prepare and regularly update contracts and commitments documents and ensure all contractual obligations for payments are honored and any discrepancies are reported to Manager, Corporate Services.

  • Supervise the reimbursable costs, analyze the trend, and provide appropriate advice and support to Manager, Corporate Services.

  • Ensure the management of an efficient filing system with high level of confidentiality.

  • Ensure submission of financial statements, reconcile, and provide explanation of balance sheet items monthly.

  • Run monthly exception reports to support the account closing routine.

  • Coordinate and work with the National Societies to get financial reports according to IFRC standards.

Treasury

  • Effectively manage funds available for programmes and operations consistent with organizational policies and help monitor field bank account balances to minimize risk of loss

  • Manage cash and bank payments and process per IFRC procedures and maintain monthly up-to-date reconciliations.

  • Monitor timely submission of forecasts by project managers and prepare accurate and timely cash requests;

  • Ensure timely reporting and submission of draft invoices; including establishment of signed Integration Agreements.

Financial Advice and Support

  • Support quarterly budgets preparation and review of Shared Office and Services Cost (SOSC).

  • Monitor all financial activities and advise any potential or negative impacts on internal controls or financial management performance.

  • Maintain up-to date knowledge and implement national government requirements and regulations related to in-country financial procedures.

  • Provide basic training, technical support, and guidance to NSs, programme staff, partners, and budget holders in budget preparation, monitoring, reporting, and internal control.

Job Duties And Responsibilities (continued)

  • Inform Manager, Corporate Services on any financial anomalies, fraud and corruption and support on implementation of audit recommendations

Human Resources

  • Support the development and application of National staff regulations in line with local labour laws and ensuring that all staff respect working hours and IFRC procedures.

  • Promote the IFRC competency framework for recruitment and deployments.

  • Liaise with local lawyers when so required, for risk management and to minimize potential legal liabilities linked to HR management.

Recruitment

  • Oversee a transparent and consistent recruitment system for the selection of international, national staff and consultants based on needs assessment, Job Description/ToR and competency frameworks

  • Regularly liaise with Africa Regional office for all staff issues e.g. planning, recruitment, selection, paperwork, welfare, personal health, evaluations, performance management.

  • Provide proper budgeting support for recruitment of staff members

  • Ensure briefing/debriefing schedule of all incoming and outgoing staff;

  • Monitor contract periods and process extensions or replacements as required.

  • Support NS Human Resources counterparts on capacity enhancement, knowledge sharing and implementation of IFRC HR best practices.

Workforce Management Of HR

  • Prepare and issue approved offers, contracts, extensions, work certificates to staff.

  • Maintain complete and confidential staff filing

  • Serve as the focal point for all IFRC personnel for HR matters

  • Liaise with line managers to ensure that Job Descriptions / ToR for all IFRC personnel are regularly updated.

  • Provide timely and quality reporting for management purpose.

  • Provide training to all staff members on the HR System (D365HR)

  • Maintain & update information on D365HR

  • Liaise with HR Colleagues in Region and Geneva to produce HR reports and prepare all necessary metrics for Country cluster delegation.

Payroll And Insurance Management

  • Prepare accurate and timely monthly payroll in line with all applicable laws and ensure highest confidentiality

  • Provide monthly payslips and annual salary certificate to staff members as required.

  • Provide all relevant document on compensation and benefits, documentation on tax withholdings on payments to staff members to support staff file individual tax assessments.

  • Contribute to staff welfare plans such as insurance schemes and plans for National Staff.

  • Ensure proper termination benefit calculation is done as per local labour laws to ensure provisioning is made in the financial system.

Staff Performance And Development

  • Ensure performance appraisals and objective settings are completed & organize trainings and refreshers as needed.

  • Follow up and implement development plans for staff.

  • Ensure staff are familiar with IFRC policies and have completed mandatory trainings

  • Support staff training and capacity development opportunities .

Working Environment

  • Nurture a working environment which enables effective performance and compliance of IFRC set standards of conduct and discipline.

  • Advise and support line managers on the management of any misconduct, the disciplinary process, and other forms of grievances.

  • In consultation with Manager, Corporate Services and Head of Country Cluster Delegation, liaise with administration colleagues for team building activities.

Education

  • University degree in Finance, Audit, HR or any other relevant fields plus knowledge of accounting software.

Experience

  • Minimum 5 years in finance/accountancy and HR management experience in an organisation, company, or audit firm

  • Administration experience

  • Familiar with at least one accounting and reporting software

  • Familiar with HR software

  • Good knowledge of International Accounting Standards and Senegalese Labour Law

  • Experience handling confidential information and employee relations matters

  • Working experience in humanitarian environment

  • Excellent practical knowledge of computers (Windows, spreadsheets, word-processing, accounting, applications, e-mail, Internet)

Knowledge, Skills and Language

  • Proven bookkeeping and accounting skills, including payroll, payables budgeting & forecasting

  • Skills in training, mentoring, and developing staff

  • Confident and persuasive with the ability to communicate with internal employees and external associates on all levels

  • Strong master of MS Office components.

  • Ability to work under pressure

  • Flexible and adaptable to changing working conditions

  • Willing and able to travel whenever required for work purposes

  • Experience in Systems Analysis and Development

  • Fluent spoken and written French and English

Competencies and Values

  • Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust, Professional mastery; Results focus and accountability; Integrity; Diversity

Comments

  • This is a National Staff position, open to nationals of Senegal and those with work permits for Senegal.



1000 à 4999 personnes

Multinationale

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