Organizational Unit / Duty Station： IFRC Country Cluster Support Team – Beijing
Immediate Supervisor’s Title：Head of CCST Beijing
Technical Manager’s Title : Head of Finance and Administration, Asia Pacific Regional Office
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest volunteer-based humanitarian network. Together with our 190 National Societies worldwide, we reach 97 million people annual through long-term service and development programmes as well as 85 million people through disaster response and recovery programmes.
The four countries supported by the country cluster support team in Beijing –China, Japan, Mongolia and Republic of Korea, cover 28 per cent of the Asian continent and comprising 1.5 billion people. Disasters, poverty, unprecedented aging of the population, urbanization and migration contribute to increased vulnerability in this region. The population are also exposed to increased health risks due to epidemics, communicable and non-communicable diseases.
The office supports Red Cross Societies in East Asia in becoming stronger at home and abroad and in both disaster response operations and sustainable development initiatives. We act as a resource centre and conduit for exploration and adaptation of global initiatives to meet the sub-region’s needs and capacities.
To ensure, under the overall supervision of the HoCCST, the proper use of Federation resources according to established procedures; to organise the administration of the CCST Beijing in an effective and efficient manner; and to help the Red Cross Society of China (RCSC) to strengthen the financial management and reporting on international relief and development funds (and other EANs, as required). Develop and monitor the application of agreements with partners and donors – such as integration agreements and MoUs with national societies, pledge management notes and agreements with donors. Serve as the HR focal for the CCST Beijing and manage HR processes . Provide support and policy and process guidance to the IFRC teams in CCST Beijing, when required .
Roles and Responsibilities
• Work with the Head of Country Cluster to define the HR goals and objectives consistent with the strategic and operational plans;
• Effectively support the Head of Country Cluster Office to develop an HR Staffing plan, monitor the staffing needs for the unit and liaise with the AP HR unit to ensure timely and quality recruitments;
• Lead a recruitment system that ensures the right people in the right jobs at the right time. Manage the whole recruitment process – from advertisement and selection, through contract, to support and briefing for start of employment. Ensure that the recruitment process is performed according to IFRC’s principles and procedures;
• Ensure all HR procedures and policies are properly followed and enforced in the CCST (recruitment, briefing, performance appraisal, staff development, leave management etc.) in coordination with IFRC policies;
• Provide cost effective day to day quality human resources services that enhance the work efficiency of the CCST. He / She and works in close collaboration with all teams;
• Ensure an effective and attractive remuneration and benefits systems for nationally recruited staff in CCSST office following the overall Federation approach which are tailored to the country context yet harmonised at the regional level as much as possible;
• Advise managers on interpreting matters of HR policy and procedures – Staff Regulations. As well as conduct regular review and harmonising staff regulations for national staff as needed maintaining a register of approved National staff regulations. Provide technical support in ensuring that the CCST maintains all required statutory labour requirements as well as with the Federation’s Human Resources standards;
• Support management in nurturing a working environment which enables effective performance and compliance of set standards of discipline. Provide guidance and support to managers in the use of the performance tool and advocate for the highest standards of performance management;
• Be the focal point for managers on all HR policies informing, influencing and persuading to ensure compliance to HR procedures and best practice, also ensuring managers are aware of the legal risks and possible consequences for their actions;
• Facilitate effective consultation and good working relationships with both management and staff;
• Develop an appropriate system for health and psychological support for staff in the CCSST based on regional standards;
• Provide pragmatic and consistent guidance and advice to managers on grievance, attendance, disciplinary and performance issues;
• Plan and recommend the departmental budgets, manage expenditures and ensure contracted HR services are delivered according to specifications;
• Maintain up-to-date, in-depth knowledge and understanding of laws, regulations, trends and current practices, and new development regarding human resources to reduce legal risks and ensure compliance;
• Ensure in close liaison with each line managers that position descriptions / terms of references exist and are updated for all team members and that JDs are updated and standardized;
• Ensure enough coaching, experience sharing and guidance is provided to teams under line management and technical management;
• Liaise with HR focal points in countries, local lawyers, regional HR manager and legal officer, PNSs and NSs management, staff, CCST management team to ensure the above objective is done in transparent consultation process;
• Ensure adequate HR planning : coordinate staffing needs, including supervising the tracking of mission dates, request for staff and extensions for delegates;
• Serve as the focal point for all PNS related national staff issues, including payroll, contracts, insurance, surveys and analysis;
• Regularly liaise with the Regional Human Resources Manager (Asia Pacific) for all delegate issues: planning, recruitment, selection, paperwork, welfare, personal health, evaluations, performance management;
• Serve as the focal point to support CCST as requested and ensure harmonization of the local procedures in the 2 countries of operation;
• Identify new ways to attract new profiles and competencies to the organisation;
• Implement the recruitment of consultants including drawing up contracts and developing remuneration packages;
• Supervise the monthly payroll for all national staff : ensure and validate the accuracy of information and payroll calculation, according to the applicable labour law and the organization’s rules and regulations;
• Manage the National Staff Health Insurance plan and ensure good communication with all staff about the insurance scope;
• Responsible for yearly cost of living surveys and assessment of the local salary scale.
• Responsible for maintaining accurate HR database and personnel records for all staff;
• Responsible for maintaining accurate database of trainings and workshops of staff;
• Responsible for maintaining accurate database of consultants, including comments on work performance and contact details;
• Manage in close collaboration with line managers the learning objectives and development plans for staff;
• Monitor timely completion of annual performance review and objective settings in the learning platform;
• In collaboration with supervisors and other delegation staff, develop and organize a proper briefing and orientation system for new arrivals;
• Coordinate the development of staffing plans which ensure succession planning and placement of people in places where they are most needed;
• Be the CCST focal point for all requests for training on an international level including WORC, IMPACT, Effective writing, learning platform;
• Be a resource person to facilitate trainings, including for RCRC movement briefings and HR related topics;
• Nurture a working environment which enables effective performance and compliance of set standards of conduct and discipline;
• Establish and manage an appropriate system for handling misconduct and other forms of grievances;
• Initiate and coordinate team building activities once a year;
• Provide on time monthly activity reports to line manager, including headcounts report, employees’ database follow up, recruitment follow up, visa, training records, etc.;
• Support the capacity building in Human Resources of 4 National Societies in in EA;
• Contributes to identify talent from National Societies in the cluster;
• Responsible for the support in case of medical evacuation or medical incident;
• Monitor the Thai news and share relevant information with the Support Services Coordinator;
• Organize security briefings upon request of Support Services Coordinator;
• Assist the Support Services Coordinator in his / her role of Security Focal point;
• Responsible for the follow up and reporting of audit recommendations linked to Human Resources;
• Disseminate and promote the Code of conduct among all teams.
• Responsible for the dissemination of IFRC HR procedures among all teams (IFRC, PNS, NS);
• Responsible for the briefing and training of IFRC/PNS/NS staff on IFRC Human resources procedures;
• Focal point for all HR related questions for IFRC as well as PNS and NS staff;
• Work closely with the Human Resources Manager in Asia Pacific (technical line management);
• Work closely with the Human Resources counterparts in the National Societies, country delegations, Partner National Societies and other INGOs networks;
• Contribute to develop a system of networking and sharing of Human Resources best practices among National Societies of the cluster;
• Supervise visa processing for delegates and
• Ensure good communication and liaison with Ministry of Foreign Affairs.
Financial Management & Reporting
• Coordinate the preparation of operating and programme budgets;
• Provide advice to managers on budgetary matters;
• Manage the day-to-day processing of transaction in accordance with established procedures;
• Oversee the provision of accounting services;
• Oversee budget review and revision process;
• Oversee the month-end financial close process;
• Provide expertise and advice the senior management on an ad hoc as required basis on financial management matters pertaining to operations and programmes;
• Monitor financial key performance financial indicators on a monthly basis and provide advice and/or instruction to managers as to how to improve;
• Prepare quarterly and ad hoc financial reports for management purposes;
• Review and approve donor financial reports, on an ad hoc, as required basis;
• Coordinate and compile financial report from Red Cross Society of China.
Risk Management & Internal Controls
• Ensure that a rigorous internal control environment is maintained;
• Support the application of IFRC finance policies, processes, and procedures;
• Support the implementation of internal and external audit recommendations;
• Ensure that a financial risk assessment is conducted for project proposals.
• Effectively manage the funds available for programmes and operations consistent with organizational policies and with a view to minimizing risk of loss;
• Review and submit accurate and timely cash requests;
• Ensure timely reporting/invoicing and collection of receivables;
• Manage bank account balances to minimize foreign exchange volatility on cash held for programmes and operations.
• Support National Society in analysis and technical advice, on matters related to policy, accountability, transparency, and governance, integrated with other capacity enhancement initiatives within broader organizational development framework;
• Support National Society to assess capacities and develop activities, guided by and linked to, OCAC, wider organization strategy, and long term development plans;
• Promote best practices, and support National Society to access network of practitioners, for peer support and knowledge/expertise sharing;
• Support National Society to implement key initiatives related to risk management, financial sustainability, and financial accountability;
• Support National Society during emergency operations, to strengthen capacities and internal control environment, and to provide strategic advice to management and governance.
Training and Team Management
• Provide/coordinate training on financial management matters for various stakeholders as requested/required;
• Recruit, train and supervise support staffs to ensure tasks and functions are completed in timely and efficient manner, within acceptable levels of quality and costs.
Establishing and maintaining efficient and economical building management and general services;
• Ensure that the office premises and grounds are adequately maintained and that office utilities (rent, electricity, water, telephone, fax, e-mail etc) are functioning properly and invoices are paid to service providers;
• Arrange for cleaning services, landscaping and other building related tasks according to local set up;
• Identify new houses for delegates within the security perimeter as defined and authorised by the Head of Country Office and ensure that all houses leased are equipped and properly maintained;
• Draft and negotiate rental contract with landlord/real estate agency with the advice of local lawyers. Ensure timely renewal of lease agreements after consultation with the Finance Manager and Head of CCST;
• Control all maintenance work for the office and delegate’s housing according to approved request and submit payment requests to the finance department on a monthly basis;
• Supervise the implementation of security arrangements for the delegate housing as instructed by the Head of CCST and Security delegate;
• Advise on energy sufficiency, effective use of space, property relocation if necessary;
• Advise on health and safety of the buildings’ environment for the occupants and users;
• Supervise the receipt and safe storage of all office goods and stationeries. Ensure that adequate systems for stock control are in place including inventory for office or household furniture and equipment are in place;
• Ensure the federation assets are insured;
• Keep Head of Finance and Administration informed of inventory and all fixed asset movements and disposals in order to reconcile and update the record on the Fixed Asset Register and the Insurance contract;
• Process all travel requests / hotel accommodation arrangements for national and international staff – domestic and international;
• Process and follow-up all visa requests for national and international staff;
• Supervising the organisation of workshops/meetings/seminars etc. based on a duly filled and approved request made by the organising unit;
• Process all payments (travel, rental, service providers etc.) well in time and follow up with Finance in order to ensure timely payment.
Overseeing and ensuring that Beijing CCST office files are managed in accordance with the “Standardised Filing System for Offices in the Field”;
• Supervise the proper implementation of the filing system in the Beijing CCST office;
• Ensure that all programmes and management staff are adequately trained to manage their own departmental filing system.
Ensuring that the administration department staff delivers the assigned work in a timely manner, within acceptable levels of quality and cost;
• Directly supervise and manage all staff of the administration unit;
• Conduct annual performance evaluations of supervised staff.
Providing expertise, strategic advice and support on administrative matters;
• Advise, support, guide and train locally-hired administrative support staff as well as managers/delegates as required;
• Maintain good external relations with all service providers and landlords;
• Back up the Protocol Assistant in the relations with the Protocol department of the Ministry of Foreign Affairs concerning delegates’ accreditation;
• Advise the Head of CCST and Head of Finance and Administration and other managers as deemed necessary on all relevant administrative matters;
• Prepare and monitor the administration budget;
• Review internal process for administration to ensure transparency and accountability.
Duties applicable to all staff
• Actively work towards the achievement of the Federation Secretariat’s goals;
• Abide by and work in accordance with the Red Cross and Red Crescent principles;
• Perform any other work related duties and responsibilities that may be assigned by the line manager.
• Bachelor’s degree or above in Accounting, Finance, Economics, Management or a related discipline;
• CPA (China) / CA (China) / ACCA or CIMA (fully qualified).
• Minimum 5 years relevant professional work experience as a manager in a medium sized international company or as a manager in an internationally operating audit or consultancy firm;
• Experience of working with an international organisation, international corporation or an international non-governmental organisation.
Knowledge and Skill
• Extensive knowledge and skills of word processing, spreadsheet and accounting software, in particular CODA Accounting;
• Knowledge about Red Cross Red Crescent Movement are prefer;
• Eager to learn – good understanding of financial and organisational strategy.
• Fluently spoken and written English
• Fluently spoken and written Mandarin
Interested candidates shall send their detailed CVs to the following email account:firstname.lastname@example.org no later than 17:00 PM July12, 2017. Please mark the position, name and website name of the JD posting in ‘Subject ‘ of the mail(e.g. HR &Support Manager+ Zhang San + China Development).