Finance and Administration Officer

Job PurposeThis position is required to have a deep understanding of the administrative, financial and procurement procedures to ensure full compliance with Federation policies and procedures to deliver services to the IFRC Program and operations in the country.The position holder will be located at the IFRC Country Office in Ramallah, Palestine. She/he will report to the Head of Delegation. The position will have a technical reporting line to the Regional Head of Finance and Administration.Job Duties and ResponsibilitiesPolicies and Procedures
• Review and provide feedback on documentation submitted with incorrect coding or inadequate supporting documentation.
• Incorporate risk management framework and control mechanisms in all operations.
• Provide feedback to his/her line manager or the Head of Finance and Administration to enhance internal policies, processes, and procedures.Functional and efficient delivery of administrative services
• Coordinate the delivery of all general services to ensure a smooth day-to-day running of the office including telephone/reception, accommodations, vehicles, visas, travel arrangement, housing, transport, and work closely with the national society on such arrangements.
• Ensure compliance with all local regulations in Palestine (e.g.: labour law, taxes, social security, pension funds, etc.)
• Support the identification of accommodation for delegates within the defined parameters, including security as authorized by HoD and ensure that all houses leased are equipped properly, maintained (if applicable) and support trouble shooting to identified issues.
• Draft and negotiate lease agreements with landlord/real estate agency with the advice of the legal officer. Ensure timely renewal of the agreements.
• Arrange travel and accommodation for visitors according to agreed processes and procedures.
• Ensure that the standardized filing system is in place and maintained regularly, including contracts.
• Develop and maintain precise and efficient country office administrative procedures, lead on initiatives for a greener office environment and less waste.
• Ensure competent management of all contracts, agreements, MOUs, and other legal documents as required.
• Coordinate and manage effective information management systems, including filing (electronic and hard copy), guidelines/policies, database, and correspondence.
• Keep an accurate record of the inventory of assets, document the procurements or disposals of assets properly, conduct a physical count to ensure the list is reconciled with the physical items.Supply Chain and procurement services
• To lead the procurement of goods and services as needed by IFRC Country Delegation.
• To review procurement files submitted by the NS.
• As required, communicate and coordinate with key in-country suppliers to ensure the provision of the goods and services to IFRC Delegation.
• Perform all procurement transactions as required.
• Be the focal point for the reception of incoming/outgoing procurement correspondences such as letters, invoices & Goods Received Note (GRN), ensuring proper recording before updating the procurement tracker.
• Forecast material requirements which are related to the Admin and Logistics of Country delegation.
• Maintain the procurement filing system as per the standards.
• Ensure full compliance of all country office procurement activities.Financial Reporting
• As required, performs regular review of financial transactions to ensure accuracy of the transactions entered the accounting system.
• Verifies that the transactions process occurs according to the IFRS (International Financial Reporting Standards) and the IFRC policies, procedures, and they follow the donor requirements.
• As required, prepares income or expenditure reallocations to ensure that the reports are be completed on time