Finance and Administration Officer - 1 year Mat Cover

icrc • Luxembourg (LUM), LU, 29337 • 2w ago

Reports to (role)

Finance and Administration Manager

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organisation, and our mandate has been confirmed in the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situations of violence. We direct and coordinate the international activities conducted in these situations.

Digital transformation is profoundly impacting armed conflict and humanitarian action. The ICRC Delegation for Cyberspace and Global Cyber Hub was set up to help the ICRC navigate challenges, risks, and opportunities for the organization’s identity and perception as a neutral, impartial and independent humanitarian actor and its capacity to deliver on its mandate in the digital age. With its R&D identity and expertise, the Delegation connects to internal initiatives and efforts to adapt to an increasingly digital world, to anchor that work squarely in and at the service of field operations and affected people, and to support a principled digital transformation. This includes proximity, do-no-harm and confidentiality in its use of digital technology, and strengthening ICRC capacity to integrate the cyber/digital dimension in its operations and its response to people’s needs. This is essential to gain and preserve the trust of affected people as well as interlocutors, to continue to access affected areas, to ensure that affected people access essential humanitarian services, and to ensure the acceptance and safety of its staff.

Purpose

Working under the supervision of the Finance and Administration Manager, this role is responsible for supporting the smooth running of the day to day operations of the Delegation. It is key in the delivery of support activities focused on facilitating visits and welcome services, premises management, procurement and accounting.

Accountabilities & functional responsibilities

Welcome Services:

· Participates in organising travel and accommodation for staff and guests.

· Interacts with relevant authorities (ministries, consulates, etc.) regarding certificates, visas, permits, registration, etc.

· Keeps all appropriate databases up to date on staff members, missions and other travel, document validity.

· Organizes Welcome files, business cards, briefing programmes and tours of the delegation for new arrivals.

· Assists with organizing seminars, training sessions and workshops; liaises with internal and external contacts and service providers.

Premises Management:

· Participates in determining accommodation and office-space needs and identifies premises accordingly.

· Coordinates proper maintenance of all premises and infrastructure.

· Deals with relevant external contacts, service providers and suppliers. Coordinates maintenance work carried out by external contractors.

Procurement / Logistics:

· Orders or purchases any necessary material and supplies.

· Implements procedures in compliance with financial, logistical and safety procedures.

· Is in charge of vehicle management.

· Keeps files up to date at all times and guarantees proper filing of relevant supporting documents for future reference, including audits.

Accounting:

· Prepares invoices and liaises with our accountants to ensure accounting entries are regularly posted in the accounting software.Ensures accuracy and completeness of accounting transactions in accordance with financial procedures.

· Participates in monthly closing activities.

· Translates documents into English or French when required

People management responsibilities

Scope & impact

Geographical remit: Global Cyber Hub in Luxembourg

Relationships

Internally, works under the supervision of the F&A manager and regional Logistics manager, and interacts with all staff members on administration-related matters.
Externally, interacts with a network of contacts at local level, such as suppliers, under the supervision of the F&A manager

Certifications / Education required

High school diploma or equivalent training.
Excellent command of English and/or good command of French (Diplôme approfondi de langue française level C1) depending on work location; other languages an asset.
Computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes.

Professional experience required

Five years’ experience in a secretarial position, preferably within the ICRC.

Our values

At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.