Objective
Manage material and financial resources related to mission processes, monitor budget execution, cash flows, financial analysis, staff mobility and control of administrative spending; guarantee the timely supply of the resources required in the implementation of the operational projects and operation of the Mission units.
RESPONSIBILITIES
MAIN RESPONSIBILITIES
- He directs the administration team (driver, cleaning staff) coordinating and supervising their activities.
- Maintains contact with external interlocutors such as bank agents, lawyers, hotels, Guatemalan Red Cross counterpart, other counterparts such as NGOs or beneficiary groups, Ministry of Foreign Affairs, General Directorate of Migration and Aliens, landlords, etc.
- Ensures respect for financial regulations and labor standards by all staff (resident and mobile).
- It facilitates the development and fluidity of humanitarian operations from the Administration and Logistics when necessary, maintaining guarantees, control measures and administrative / logistical monitoring.
- Transmits administrative information to the Regional Delegation (DR) Mexico.
- Ensures that all purchases of material, furniture and equipment for Mission operations and facilities as well as their maintenance are made on time and according to established procedures.
- It is kept updated on the adequacy and implementation of safety rules, ensures general monitoring and adaptation of particular practices.
- He is responsible for the Mission’s residences and offices.
FINANCES
- Supports monthly accounting closing, obtains a digital copy of monthly accounting, prepares cash planning ( cash planning ) monthly, as well as sending Time Reporting ( TR ) monthly. Send accounting records to DR_MEX monthly.
- Participates in the preparation of the annual budget and leads with the Headquarters the financial advice and global consolidation during the PFR processes.
- Periodically informs the Headquarters and the departments about the status of monitoring and implementation of the budget.
- Head of the treasury according to the directives of the DR in Mexico.
- Make payments of salary, rent, providers and other necessary services related to the operation of the office.
- Ensures the application of the financial powers of the DR (purchases, orders, contracts, transfers, work advances) and respect for financial rules.
- Maintains relationships with the bank and controls bank transactions (transfers, checks, etc.)
- Explain financial procedures to interested persons.
- Prepare any administrative / financial report that is requested by the DR in Mexico.
- Follow up on annual, monthly and quarterly financial formats to send to internal auditors
Other specific activities:
Girl box
- Responsible for petty cash, he claims to keep the amounts according to financial rules.
- Make cash transfers, work advances, calculations and per diem payments delivered in cash.
- Ensures that invoices, receipts or any other voucher do not contain smears or spots and that they have the required information according to financial rules, of the documents presented in cash.
- It ensures keeping track and control of the work advances granted, as well as monitoring for their liquidation.
- Make cashier toning daily and deliver it to the DRMEX Administration for review.
- Perform the petty cash tonnage with the Mission headquarters at least once a month.
Operating and Administrative Payments
- It receives invoices and requests in general for subsequent payment, it reviews that the invoices are backed with the logistical, administrative and welcome documents to proceed with the payment.
- Make requests and payments for administrative expenses, keep track of them and verify that all payments are up to date.
- Issues VAT exemptions from operational and administrative payments and sends proof to different providers.
- Make transfers through the different Agreements and Modules of the Virtual Banking System in the country’s banks.
- Monitor payment authorizations in virtual banking, ensuring that the corresponding authorizations have been made.
- Informs suppliers and different areas of the Mission of the payments made.
- Make petty cash checks and collect them according to needs.
GENERAL ADMINISTRATION AND PREMISES
- Coordinate the toilet staff who work in the office and residence.
- It follows up on the maintenance / renovation of ICRC-occupied buildings ( office and residences ).
- Suggests and proposes measures for a better use of ( financial resources and equipment ).
WELCOME
- It follows up on requests for lodging and events, as well as the logistics of the stay of visitors in the Mission ( hosting, transfers ).
- It ensures the obtaining of a corresponding visa and accreditation of mobile personnel, before the corresponding Ministry of Foreign Affairs and Consular, in coordination with RH Geneva and DR Mexico.
- Maintains an updated file of all administrative matters (resident / mobile personnel, residences, office, etc.).
- Maintains close communication with Head Welcome of DRMEX.
- Records, archives, and manages general information for the Welcome department in a sound and confidential manner.
MANAGEMENT OF INFORMATION / SONG
- He is in charge of the physical archive of the Guatemalan Mission, in coordination and support of the Executive Assistant and Head of Information Management DRMEX.
- It handles incoming and outgoing physical correspondence, especially from the GUA-MEX diplomatic bag.
- It manages the ICRC Identification Elements (badge, breastplate, pin, flags), as well as the letterhead and mission stamps.
IT
- Organizes the replacement and purchase of equipment according to headquarters guidelines in coordination with MEX IT staff according to equipment specifications / characteristics.
- Supports the basic difficulties that IT collaborators have.
- Inventory control locally.
- Help in the communication and application of ICT policies with the help of ICT Mexico.
LOGISTICS
- Ensures the proper functioning of all purchases for all programs, in terms of procedures, prices and quality.
- Managing the statistics of the Guatemalan mission compiles, verifies and sends to Geneva all the institutional statistics of the terrain of the part of the programs and projects.
- Verify and approve supplier invoices.
- Keeps records on merchandise movements updated.
- Secure files according to institutional instructions.
- It prepares tenders, the selection of suppliers and the preparation of annual and private contracts, including the technical specifications of the articles and approval of the selection tables.
- In case of price change within fixed contracts, it ensures respect for institutional procedures (selection table, contract annex, etc.) and transmits the information to GVA.
- Provides field support on the application of Logistics procedures.
- Responsible for the validation of the supporting documents of each management.
- Supports import and export procedures for equipment, materials that require it.
- Supports the preparation of inventories of equipment, equipment, goods, furniture, vehicles.
- Supports vehicle procedures with the Ministry of Foreign Affairs (diplomatic plates and franchise applications)
- Manages and operates the Automated Logistics Program (FSS) for purchases.
HUMAN RESOURCES
- Ensures the flow of information and respect for HR communication rules between the Mission and the DR.
- Manages and updates the files of the Mission’s resident personnel and ensures that the DR receives copies of all documents. Communicate all changes related to personal data of resident employees, personnel changes, job descriptions, annual evaluations, etc.
- Manages vacation planning, monitoring of absences and disabilities in coordination with the HRO.
- Supports the Head of Mission in the resolution of conflicts or problems that arise regarding personnel.
- It acts as a HR focal point for resident personnel, reporting concerns or questions to RH / MEX, communicating and guaranteeing respect for institutional policies and HR procedures.
How to apply
Position Profile
- Professional degree in Business Administration- Finance (preferable), or related sciences.
- Oral and written English proficiency (minimum level B2- High intermediate).
- Good knowledge of Word, Excel, Lotus, PowerPoint and Internet. Advanced level.
- Management of accounting systems and logistics platforms.
- Familiar with the Red Cross Movement and its (desirable) principles.
Work experience
- Proven work experience with at least 5 years of professional experience in the fields of Administration, Finance, logistics and accounting.
We offer: Competitive salary according to professional skills, superior benefits to the law and opportunity to contribute to an international humanitarian organization.
Workplace: Guatemala with availability to travel inside and outside the country.
How to apply: Interested parties who meet the requirements, please enter the following link:
https://icrc.hiringroom.com/jobs/get_vacancy/65a95e784d892ebac2a4624f
Include in application form:
- Curriculum Vitae
- Letter of expression of interest including the salary aspiration
Deadline to apply: Sunday, February 4, 2024 at 5:00 p.m.
IMPORTANT: Foreign candidates must have a work permit and residence in Guatemala.
We reserve the right to contact and notify only candidates who meet the requested profile.
The ICRC is firmly committed to diversity and inclusion. People with disabilities, ethnic minorities, LGBT people, men and women are encouraged to participate in our calls
