🇸🇱 Job Vacancies @ International Federation of the Red Cross (IFRC) – Bilingual Corperate Service Coordinator

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

The Country Cluster Delegation, Freetown office covers 4 countries, namely Sierra Leone, Liberia, Guinea and Guinea Bissau. The Corporate Services Unit comprises Human Resources, Finance & Administration, Information Technologies (IT) and Logistics. All units work closely to provide efficient support services based on IFRC quality standards, competitive cost and time criteria to various stakeholders at all levels in the Country Cluster Delegation such as all programme teams, Partner National Societies (PNS) including those under the IFRC integration agreement, and National Societies (NS) within the cluster.

This position is based in Sierra Leone Country Office, Freetown.  Reporting to the Head of Country Cluster Delegation this position will provide Finance services within the Country Cluster Delegation Office and leading the Administration and Human Resource services delivery, ensuring trust and accountability with zero tolerance in fraud and corruption.

The Bilingual Corporate Service Coordinator will support the Head of Country Cluster Delegation (HoCCD), in financial planning, management and monitoring of resources for effective and efficient service delivery to the Cluster delegation.

Financial Management

• Ensure that IFRC internal control is maintained and ensure that our transactions are valid and comply with the IFRC procedures.
• Ensure the provision of accounting services; by ensuring financial transactions are recorded in appropriate journals and posted weekly into financial system (ERP) to allow timely month-end financial closure process within the established due dates
• Receive supplier invoices and verify that proper documentation is 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).
• Perform all regular/routine accounting duties as per the Federation procedures and policies.
• 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 honoured and any discrepancies are reported to the HoCCD.
• Supervise the reimbursable costs, analyse the trend, and provide appropriate advice and support to the HoCCD.
• 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 the funds available for programmes and operations consistent with organisational policies and help monitor field bank account balances with a view to minimising risk of loss

• Manage the cash and bank payments and ensure they are processed per the IFRC procedures and maintained monthly up-to-date reconciliations.

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

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

• Collaborate closely with the cluster analyst to ensure that all items flagged in the monthly close checklist are resolved prior to the subsequent closing

Financial Advice and Support

• Support the HoCCD in quarterly budgets preparation and review of the Shared Office and Services Cost (SOSC).
• Closely monitor all financial activities and advise on 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 for skills improvement in the areas of budget preparation and monitoring, as well as reporting, and internal control.
• Provide required training to PNSs finance and support staff on Federation financial management system s, finance, risk management and audit issues and overall briefing on IFRC Policies, guidance, staff benefits, etc.
• Support HoCCD to implement any audit recommendations.
• Inform the HoCCD on any financial anomalies and work together to minimise the potential risks.
• Report any fraud and corruption practice.

Administration Leadership Role:

• The Corporate Service Coordinator will provide overall supervision and strategic oversight to the Administration Unit, ensuring that all administrative services are delivered effectively and in compliance with IFRC standards.
• The coordinator will guide the team in managing office operations, maintaining procedures, and ensuring timely support to internal and external stakeholders, including Partner National Societies under service agreements.
• The position will be oversight on contract and document management, facilities and housing arrangements, procurement of office supplies, visa and travel support, and coordination of meetings and events.
• The will coordinator ensure that administrative systems are efficient, monitor outsourced services, and advises on solutions to operational challenges, while delegating routine tasks to the Administration team to maintain quality and accountability.

Human Resources Leadership Role:

• The Corporate Service Coordinator will provide strategic leadership and supervision of the HR function, ensuring that all activities comply with IFRC principles, policies, and procedures.

• He/she will oversee the HR Unit Lead and guides priorities across key areas such as recruitment, contract management, staff development, performance management, compensation and benefits, compliance, and workforce planning.
• In collaboration with his team, the coordinator will ensure effective implementation through performance monitoring, policy guidance, and support to risk management and capacity building.
• The incumbent will ensure  transparent recruitment processes, maintaining staff regulations aligned with local labour laws, overseeing payroll and insurance administration, and promoting a safe and inclusive working environment.
• The coordinator also ensures proper use of HR systems (e.g., D365HR), reviews reporting and analytics, and provides strategic advice on disciplinary matters and staff welfare

Other responsibilities

• Ensure Compliance by all client groups to all Standard Operating Procedures (SOP) in activities related to workforce planning and staff welfare with all systems and procedures to ensure consistency, integrity, and accountability within set quality standards; ensure implementation of audit recommendations; advise on corrective measures and establish relevant controls.
• Assist the Security focal person in any security issues; e: g: support in case of medical evacuation or medical incident.
• Foster a working environment that enables effective performance and ensures compliance with IFRC 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 Head of Country Cluster Delegation, liaise with administration colleagues for team building activities.

Lateral Relationships

• Ensure effective working relationships with HR unit colleagues via all HR related discussions and regular meetings, and with client groups at all levels within the Africa region and at Geneva Secretariat level.