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Budgeting
- Prepare the NFO budget in coordination with relevant Field Office staff, supported by RO senior finance and admin officer.
- Perform budget analysis as and when required and revise the budget if relevant.
Accounting
- Daily accounting for the Norwegian Red Cross Field Office in compliance with Norwegian Red Cross Operational Manual, including the Finance and Accounting Manual (FAM) and the Regulations for Financial Control.
- Prepare and present monthly financial reports to the Country Programme Manager/RO senior finance and admin officer.
- Check that PRCS supplementary services invoices agree with supporting documentation, and file relevant correspondence herewith.
- Receive and control monthly expenditure overview of field offices and supporting documents before posting this into Agresso.
- Filing of documents according to guidelines in the Operational Manual/Finance and Accounting Manual.
Reporting
- Prepare monthly reconciliations of balance accounts related to the Office. Ensure that the reconciliations are checked and signed by the Country Programme Manager and sent to RO.
- Provide details of budget vs. actual expenditure to Country Programme Manager as and when required and give advice on financial matters to make appropriate decisions.
Compliance
- Ensure that the accounting is done in compliance with the relevant back-donor requirements on financial issues/financial management.
- Ensure that the accounting is done according to deadlines set by HQ/RO. Together with the Country Programme Manager, ensure control of the overall finance and accounting tasks at the Norwegian Red Cross Field Office. Inform HQ/RO on any delays and/or changes.
- Prepare financial statements for interim and annual audit in line with the annual Audit Engagement Instructions from external auditor.
- Coordinate the interim and annual audit of all programmes accounted for via the Field Office.
- Support the Country Programme Manager in the implementation of internal and external audit recommendations (in accordance with the Field Office Plan of Action based on the Annual Management Letter).
- Communicate with auditors and PRCS to resolve any further issues of regional office and HQ on matters relating to audit.
- Communicate with Regional Office and HQ and obtain approval on the final Audit reports.
Monitoring
- Monitor cash flow and keep Country Programme Manager informed on liquidity.
- Check that invoices are in accordance with goods/services delivered and set conditions, and agree with supporting documentation (price quote, purchase order, goods received note etc.)
- Under direction from Norwegian Red Cross Programme Manager, quality assure, advise and support on budgeting and financial reporting from partners. Monitor and follow-up of finance/admin related issues.
Modality
- Perform quality assurance on monthly reimbursement claims submitted by PRCS.
- Verify the occurrence of expenses, expenses are in accordance with budget and POA and approved by the budget holder
- Prepare funds transfer document against reimbursement claims.
- Post all claims in to Agresso and also responsible for filing/record keeping.
Administration
- Assist the Norwegian Red Cross Programme Manager/Regional Logistics & Security manager to ensure that Norwegian Red Cross Procurement guidelines, and if relevant further donor requirements, are adhered to (for procurement of goods and services); alert Norwegian Red Cross Programme Manager/RO if this is not the case. Consult RO logistics &Security manager when relevant.
- Update the inventory list for the Field Office plus Norwegian Red Cross residence every time there is a change, at least twice annually. Make sure that every item is properly tagged.
- Maintain and update the Office Specific Information form for the Field Office.
- Make travel arrangements including tickets, visas, hotel bookings, office correspondences, minor purchases for Field Office staff and visitors.
- If relevant, sit in/advise the Procurement Committee on major procurements in line with Norwegian Red Cross’s Procurement Guidelines and donor requirements.
- Liaise with PRCS, IFRC, ICRC, and PNSs for HR, Admin and Logistics/Fleet related matters.
Human Resources
- Ensure employee contractual management
- assist in hiring and terminations
- Assist in biannual and annual staff appraisals
- Responsible for collection of time sheets from national staff of Norwegian Red Cross and forward it to the PRCS HR for payroll.
- Prepare Finance payroll sheet and bank transfer letter after review.
- Review the hiring request and ToR’s from the requesting department, confirm budget availability and the list of people for the panel interview.
- Ensure staff wellbeing, HR liaison/HR rules; HR issues delegates/national staff
Treasury
- Prepare payments and ensure necessary signatures/approvals.
- Administer the petty cash according to Norwegian Red Cross’s procedures.
Capacity building
- Provide/coordinate training on financial management issues for various stakeholders as requested/required.
- Perform other relevant duties as assigned.
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