Coordinator, Finance and Administration

Organizational context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the largest humanitarian network in the world, linking 191 National Societies. Its mission is to mobilize and support humanitarian action that reduces suffering, protects human dignity, and strengthens peace. The organization responds to needs before, during, and after disasters, health emergencies, and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement, alongside National Societies and the International Committee of the Red Cross. Its work is grounded in humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

Headquartered in Geneva, IFRC operates through four main headquarters divisions and a field structure made up of regional, cluster, and country delegations. The Harare Cluster Delegation is one part of this network.

IFRC maintains a zero-tolerance stance toward conduct that conflicts with Movement values, including sexual exploitation and abuse, sexual harassment, abuse of authority, discrimination, and any form of financial misconduct. Child safeguarding standards also apply strictly.

Role purpose

This position is responsible for leading and coordinating finance and administration functions for the Harare Cluster Delegation. The role ensures these services are delivered in line with Federation policies and procedures, and that programming across departments is supported effectively while enabling National Societies to carry out their work.

Key responsibilities

The coordinator oversees internal control, financial reporting, audit compliance, treasury, budgeting, procurement, administration, emergency support, and National Society development. The role requires close coordination with leadership, budget holders, program teams, National Societies, and audit stakeholders to maintain strong control, accurate reporting, and smooth operational support.

Internal control and risk management

• Oversee the monthly finance cycle and ensure all deadlines are met.
• Coordinate work that supports a smooth and successful audit of Cluster Delegation activities and programmes.
• Carry out risk assessments for project partners and help put mitigation measures in place for financial risk areas.
• Handle delegated finance duties and make sure internal controls remain effective and aligned with required standards.
• Ensure office equipment is properly maintained.
• Hold responsibility for the finance and administration control environment in the Harare Cluster Delegation.
• Support the Head of Finance and Administration in reviewing local administrative policies.

Financial reporting

• Prepare a monthly financial analysis for the Head of Cluster, clearly flagging issues and risks.
• Produce financial analysis reports for unit heads.
• Track and report KPI performance, including the Cluster Delegation cash position, and recommend actions to improve results.
• Oversee the preparation of accurate, regular, and timely donor financial reports.
• Support internal and external audits for the Cluster Delegation and its programmes.
• Discuss donor financial reports each month with budget holders and programme staff, then agree on corrective actions for any issues found.
• Carry out spot checks and reviews of funds transfers, and report on remedial actions needed to improve systems within National Societies.

Audit and compliance

• Review draft management letters and internal audit reports, and prepare responses with the Head of Finance and Administration, Africa.
• Ensure audit findings related to finance and administration are implemented for the Cluster Delegation.
• Follow up with the relevant risk owners to confirm completion of internal audit actions.
• Apply all finance and administration policies and procedures in the Harare Cluster Delegation.
• Review documents for compliance and authorize them only when they meet all requirements.

Financial management and operational support

• Manage the Cluster Delegation’s funds and financial assets under the direction of the Head of Cluster Delegation, including cash flow, cost control, and treasury functions.
• Advise the Head of Cluster, unit heads, and staff on financial matters.
• Coordinate the preparation of budgets and financial plans under the guidance of the Head of Finance and Administration.
• Run the budgeting cycle, prioritize programmes within available funding, ensure exposure and unfunded items stay within PEAR approval limits, and investigate significant budget variances.
• Prepare shared office and service cost budgets and review expenses quarterly, advising the Head of Cluster on improvements.
• Validate monthly payroll before it is processed for payment.
• Provide financial management guidance, support, and training to staff.
• Prepare and review in-country cost budgets for the relevant units and follow up on cash pledges.

Treasury management

• Prepare and submit the monthly cash request for onward submission to Geneva so funds are available for activities.
• Manage bank balances to reduce foreign exchange losses on cash holdings.
• Ensure receivables are reported and collected on time.

Monitoring

• Track National Society advances and ensure reporting is completed promptly.
• Ensure working advance clearance from National Societies is calculated using transfer rates.
• Follow up on dormant working advances by working closely with National Society finance teams.
• Ensure programme advances to National Societies are controlled, cleared with proper documentation and vouchers, and periodically reviewed through monitoring and audit trail work.

Emergency preparedness and response

• Support the preparation of emergency and DREF budgets and validate information in the required standard template.
• Take part in the Joint Task Force for major operations in Harare Cluster by providing financial risk and management advice.
• Ensure audit provisions are posted for funds transfer societies.
• Make sure provisions, accruals, and outstanding pledges are cleared before the final report is prepared.
• Help ensure humanitarian response projects and appeals are closed on time.

National Society development

• Support development initiatives for National Societies.
• Assist the Head of Finance and Administration with capacity reviews and risk assessments of National Societies.
• Advise on finance and administration policies and procedures for use by National Societies.
• Deliver finance and administration training to strengthen systems within National Societies.
• Propose and back development initiatives for National Societies.

Procurement

• Perform a full review of Cluster Delegation procurements and authorize payments only after confirming compliance with IFRC policies.
• Check that codes and budgets in LR and related documents are correct.
• Work with the dedicated procurement officer to ensure administrative procurement is handled by OLPSCM.
• Participate in the Joint Committee of Contract for procurement matters affecting the Cluster Delegation and cluster.
• Ensure asset disposal follows fixed asset procedures.

Administration

• Supervise daily management of the IFRC premises, including maintenance and local procurement of office equipment, furniture, and consumables.
• Develop and implement a green policy.
• Ensure the equipment tracking register is submitted on time.
• Coordinate outsourced services such as housekeeping, conferencing, and catering to ensure good value and service delivery under the agreed terms.
• Make sure incoming international staff are properly supported and return all equipment, assets, and other property before sign-off.
• Implement standardized filing and archiving systems for regional and cluster offices and encourage compliance across programme teams.
• Draft and maintain procedures and guidelines for housing, telephone, travel, and other administrative processes as needed, and promote adherence to them.
• Manage administrative contracts signed by the office and service providers.
• Protect fixed assets by maintaining a strong and current asset register.
• Prevent interruptions in administrative services.
• Coordinate with security delegates to strengthen site security.

Education

A relevant bachelor’s degree in business administration or an equivalent field is required. A professional accounting qualification such as Chartered Accountant, CPA, or an equivalent credential is also required. A Master of Business Administration with a finance concentration or a Master of Science in Finance is additionally listed as a qualification.

Experience

Applicants should bring at least 7 years of relevant professional experience, including 5 years in a finance and administration management role. Experience of at least 2 years with an international organization, international NGO, NGO, or government development agency is required. Prior work with the Red Cross / Red Crescent Movement is expected. The role also calls for experience in team management, remote support, budgeting, financial analysis, financial reporting, treasury management, external audit work, and multicultural environments.

Knowledge, skills, and languages

The ideal candidate is service-minded, able to lead, delegate, and manage from a distance, and can drive transitions within a matrix structure with a results-focused approach. Strong judgement, integrity, confidentiality, tact, and sensitivity are essential. The role also requires effective representation, negotiation, networking, and communication abilities.

Advanced computer skills are needed, especially in Word, Excel, PowerPoint, and Outlook, along with strong knowledge of accounting principles, International Financial Reporting Standards or similar standards, and financial management systems such as ERP platforms. A solid understanding of internal control and treasury management is also important. The person should be capable of training others on finance and administration topics and contributing to a learning culture.

Fluency in spoken and written English is required. Good command of another IFRC official language, such as French, Spanish, or Arabic, is also expected.

Competencies and values

The role is aligned with IFRC values of respect for diversity, integrity, professionalism, and accountability. Core competencies include communication, teamwork, judgement and decision making, National Society and customer relations, creativity and innovation, and building trust. Functional competencies include strategic orientation, alliance building, leadership, and empowering others.