Lead and direct support services in Finance, Admin, Logistics/Procurement, Human Resources, IT, Security and Legal to provide comprehensive and effective services, meeting the needs of operations in the four countries covered by the CCD. To ensure the successful delivery of support services tailored to the needs of the RC/RC Movement in CCD Office, hence contributing to the overall implementation of the office?s operational plan. To manage support resources and service capacity of the office and service centres in each country covered by the CCD office. To ensure that strategies and priorities for services are articulated, and that resources are efficiently allocated, further developed and maximized. To support the Head of CCD office?s accountabilities by being responsible for and leading the following functions: Finance, Human Resources (HR), Administration, Legal, Logistics, Information Technology (IT), and Security. Support the Head of Office in reviewing and improving office structures and internal mechanisms, engaging with National Societies on regional and global processes, facilitating high-level regional meetings, and supporting fundraising efforts of CCD Bangkok. To ensure regular information to all IFRC office Heads in Asia Pacific on relevant humanitarian and development issues discussed through the UN or other regional organisations, especially those based in Bangkok. To represent IFRC in different meetings and fora and to ensure maintaining existing and building new strategic partnerships.
Job Duties & Responsibilities 1
- Manage the CCD’s Finances, in relation to Income and Expenses, ensuring that Project Exposure and Unfunded Items are managed within PEAR approved limits, Donor Pledge Requirements are adhered to and that the longer term financial situation across all projects is clearly understood by Senior Management.
- Manage a finance department of 4-5 staff ensuring a robust efficient and effective financial infrastructure in compliance with IFRC procedures, able to respond to changing requirements, and adapt to new program initiatives.
- Provide comprehensive technical review/and advise on donor grants and proposal to senior management and resource mobilization colleagues prior to signing of agreement.
- Track, monitor and follow up on income and pledges, identify overdue pledge payments or dormant pledges and indicate underspending and the requirements for possible time frame extensions. Track donor balances and ensure appropriate coding of expenses. Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity and timeliness of the reports are maintained.
- Manage the monthly financial cycle, within the deadlines, without significant error and maintain the accuracy of the numbers, resulting in satisfactory audit reports and positive evaluations of the financial aspects of the operations. Liaise closely with auditors either external or internal. Act upon Audit Report Recommendations and ensure implementation and follow up maintenance of these recommendations.
- Ensure that IFRC internal control procedures are in place and regularly reviewed to identify possible areas of weakness in financial controls within the system, implement changes to address these.
- Manage the Budgeting Cycle (Appeal and PEARs) and ensure the detailed, realistic and achievable budgets are presented for the country office.
- Ensure that all spending is within PEAR approval, and no cases of expenses above budget/PEAR occur at the project/account group level. Ensure that all spending is valid and complies with the IFRC procedures and reject any payment requests or working advance clearances for non-compliant expenses.
- Produce a comprehensive, relevant and useful monthly financial report for the Head of CCD.
- Liaise closely with the Technical Manager, Regional Head of Finance & Administration, keeping him updated of all significant financial issues pertaining to the operations and seek advice/input/instruction as required.
- Be proactive and customer focused, resolve issues, suggest solutions, drive processes forward, seek assistance from the appropriate sources, all knowing that the finance function is an integral part of operations.
- Regularly review the focus/placement of the Finance HR resources, ensuring sufficient resources in the correct locations to ensure that the decision making and financial support will be guaranteed.
- Consider the financial risks and suggest/implement methodologies to reduce such risk, including field spot checking and approaches that lead to greater physical verification and validation of transactions.
- Provide clear, concise and decisive financial advice to the Head of CCD and readily alert the relevant parties of areas of financial risk or irregularity.
- In corporate risk management framework and control mechanism in the operation, and also provide training and disseminate the procedure on Fraud and Corruption prevention and control policy.
Job Duties & Responsibilities 2
- Ensure MoU and Project Agreements are in place prior to transferring working advance to national society for implementation. Project agreements should have clear budget breakdown, project proposal, timeframe for spending and reporting. Compulsory to complete monthly working advance reconciliation between IFRC and NS.
Human Resources (HR):
- Manage the HR team and in its absence, provide information on rights and obligations of staff and run hiring processes.
- Draft HR staffing plans annually (and ad-hoc, if needed) accompanied by a financial funding plan to ensure that all tasks can be fulfilled by CCD and that all positions are fully funded.
Administration and Logistics:
- Establish and review effective administrative process and procedures in the CCD Office
- Ensure compliance with administrative and logistics global procedures (fleet, procurement, assets, etc.)
- Take the lead in conducting more complicated or more significant procurements for the office or operations.
- Manage the Administration and Logistics team, including the Executive Assistant to the Head of Delegation.
- Ensure efficient deliverables of the outsourced IT service provider.
- Ensure safe data storage and integration of CCD specific IT websites into global IFRC websites. Ensure safety to cyber attacks of these websites administered by the CCD.
- Act as a focal point in dealing with the legal advisors (local lawyers and IFRC legal department).
- Act as a security focal point for Thailand: gather and review security information, attend security meetings, liaise with partners (RCRC, UN, INGOs), share information, provide security briefings and advices.
Business Continuity Planning:
- Lead on drafting business continuity planning processes for CCD Bangkok and support National Societies to develop their own business continuity plans taking into account COVID-19 but also other scenarios.
- Ensure that CCD meets the hygienic safety requirements to protect staff from COVID-19 transmission.
- Act as the first line of communication for Integrated Partner National Societies (PNS) in the CCD Office.
- Manage Integration Agreements including ensuring efficient and cost-effective delivery of quality services to PNS and ensure that the terms and obligations of the Integration Agreements are met by the CCD Office and the PNS.
- Regularly liaise with ICRC both in terms of support services provision but also in terms of ensuring information sharing and collaboration as relevant.
- Engage on IFRC and RCRC positioning across Asia Pacific to advance key priorities with a focus on localisation of aid, humanitarian education, climate change and disaster risk management under the overall resilience agenda
- Establish a structured dialogue and collaboration development process with targeted UN agencies based on agreed and coordinated engagement strategies with a focus on UNESCAP, UNDP, UNOCHA, UNHCR, WFP and UNICEF through regional leads and in close liaison with relevant IFRC offices and technical leads;
- Analyse and facilitate IFRC engagement and partnership with targeted international and regional organisations;
University degree in Administration, Law, Political Science, Disaster Management or other relevant discipline
- 5 years working in development, humanitarian and/or disaster management programmes
- Work experience with the Red Cross/Red Crescent Movement
- At least 5 years work experience managing and supporting staff
- At least 7 years professional experience in humanitarian advocacy
- Solid experience working with governments / diplomatic community
- Working experience with international organisations
- Experience in project management including multi-stakeholder engagement
- Working with international funding agencies (e.g. EU, financial institutions or governments)
- Experience in strategic planning
Knowledge, Skills and Language
- Self-supporting in computer skills
- Excellent training, facilitation and communication skills
- Excellent written and spoken English
- Familiarity with international financing systems for humanitarian and development sectors
- Familiarity with critical policy agendas
- Ability to work in a diverse cultural context
- Highly organised, with ability to create a team approach
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Job Reference: S00137