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Job Title:  Programmes and Operations Manager

Classification Level: Managerial Organizational Team/Operations Team

Immediate Supervisor’s Title: Director General

Number of Direct Reports: Finance Officer

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Organizational context:

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The Barbados Red Cross Society (BRCS) began operations on 17th February 1960 as a branch of the British Red Cross. The National Society was incorporated by an Act of Parliament - (The Barbados Red Cross Society ACT 1969/35) as a Voluntary Aid Society, auxiliary to Public Authorities on 24th July 1969, and is governed by this Charter. In August 1984, the Society was approved as a member of the International Red Cross Movement and became a full member of the International Federation of Red Cross and Red Crescent Societies (IFRC).

 

The mission of the BRCS is to provide a range of services to vulnerable persons and communities, addressing both immediate and long term needs including emergency shelter, food and medicine, restoring family contact for disaster victims, disaster preparedness, first aid training and activities, HIV/AIDS prevention.

 

The Fundamental Principles of the Red Cross network are: Humanity, Neutrality, Impartiality, Independence, Voluntary Service, Unity and Universality. The principles provide an ethical, operational, and institutional framework for the work of the Red Cross. They are at the core of the Red Cross’s approach to helping people in need during disasters, health emergencies and long-term programming.

 

The Programmes and Operations Manager adds value to operations by delivering effective and timely oversight of all operational and programmatic duties, including but not limited to planning, implementing, monitoring and reporting on development and humanitarian initiatives, leading logistics and security effort, and building capacity across the organisation.

 

The incumbent reports to the BRCS Director General. S/he liaises with relevant counterpart in IFRC Secretariat.

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Job purpose:

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The main purpose of the Programmes and Operations Coordinator is to work with the BRCS Director General and technical staff and volunteers; and the IFRC Operations Manager to ensure the effective implementation of active BRCS projects. The successful candidate will support the administrative, financial and logistical procedures of the BRCS headquarters office, and will adhere to and follow up on the operational processes that would support the timely implementation, monitoring and reporting of projects.

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Job duties and responsibilities:

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1. Policies and Procedures

 

• Ability to learn IFRC policies and procedures and apply them to support BRCS in developing their own

• Support BRCS in developing, documenting and endorsing policies for logistics, procurement and supply chain, in alignment with IFRC policies

• Provide feedback to the BRCS Director General and technical staff on project and operational reviews.

 

2. Monitoring and Reporting

 

• Coordinate with partners, volunteers and staff to ensure the timely production of all reports pertaining to the IFRC supported projects.

• Undertake occasional support and monitoring visits to project sites and participate in project events as required and document visits as needed.

• In collaboration with the finance officer, monitor donor reports list, and ensure that required financial reporting is completed in a timely manner

• Provide information about the status of reports to the BRCS and IFRC stakeholders

 

3. Budgeting

• Under the leadership of the BRCS director general, develop needed budgets in coordination with partners.

• Conduct regular reviews to budgets and financial reports with the support of the finance officer.

 

4. Programme and Operations Management

• Support BRCS Director General, and for a limited time the IFRC Operations Manager to ensure the effective planning, implementing, monitoring, reporting and evaluation of IFRC-supported projects.

• Support regular project review meetings with the respective BRCS partners to negotiate collaboration, coordinate and monitor progress of project activities and financial implementation.

• Support the documentation of best practices and lesson learnt.

• Support the national society partners in establishing an effective monitoring, information management, reporting and logistics processes in BRCS.

• Support the development of new projects and interventions in the event of emerging crises, including applications to the Disaster Response Emergency Fund (IFRC-DREF) as needed.

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Position Requirements:

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Education:

• University degree in International Development, Humanitarian Affairs, Social Sciences, or a related field.

•  Project Management Professional (PMP) certification or equivalent is desirable.

• Certifications related to the disaster risk management continuum, preferably both at community level (e.g.: CDRT) and national level disaster management

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Experience:

• Experience with project cycle management and project management tools, such as logical frameworks, operational/project plans, indicator tracking, monitoring plans. (7 years or more)

• Demonstrable experience of leadership in disaster response, management of humanitarian interventions or development programmes (7 years or more)

• Experience in coordinating with multiple stakeholders in complex settings, including the Red Cross Red Crescent, the United Nations Cluster system, and similar. 5 years or more)

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Knowledge, Skills and Language:

• Excellent communication skills
• Good analytical skills and solution-focused person
• Demonstrable accountability
• Ability to work well in a multicultural team
• Excellent stress management skills
• Proficient in Microsoft 365 products and environment
• Demonstrate readiness to learn and increase knowledge
• Ability to work under pressure with flexible working hours
• Fluently Spoken and written English

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Job Description: Finance Officer

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Job Title: Finance Officer

Classification Level: Coordination and Technical

Organizational Team: Operations Team

Immediate Supervisor’s Title: Operations Manager

Number of Direct Reports: None

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Organizational context:

 

The Barbados Red Cross Society (BRCS) began operations on 17th February 1960 as a branch of the British Red Cross. The National Society was incorporated by an Act of Parliament - (The Barbados Red Cross Society ACT 1969/35) as a Voluntary Aid Society, auxiliary to Public Authorities on 24th July 1969, and is governed by this Charter. In August 1984, the Society was approved as a member of the International Red Cross Movement and became a full member of the International Federation of Red Cross and Red Crescent Societies (IFRC).

 

The mission of the BRCS is to provide a range of services to vulnerable persons and communities, addressing both immediate and long term needs including emergency shelter, food and medicine, restoring family contact for disaster victims, disaster preparedness, first aid training and activities, HIV/AIDS prevention.

 

The Fundamental Principles of the Red Cross network are: Humanity, Neutrality, Impartiality, Independence, Voluntary Service, Unity and Universality. The principles provide an ethical, operational, and institutional framework for the work of the Red Cross. They are at the core of the Red Cross’s approach to helping people in need during disasters, health emergencies and long-term programming.

 

The Finance Officer adds value to operations by delivering effective and timely accounting, financial, administrative and treasury services.

 

The incumbent reports to the Operations Manager and forms part of the Operations team. S/he contributes to deliver the duties and responsibilities of the Finance Officer. S/he liaises with relevant counterpart in IFRC Secretariat.

 

Job purpose

The main role of the Finance Officer will be to ensure the delivery of effective and timely accounting, financial, administrative and treasury services (as required). The successful candidate will work along with the operations team to support trainings for the national staff in financial and administrative matters, in accordance with IFRC guidelines, procedures and policies, while supporting BRCS in the establishment of internal procedures.

 

The Finance Officer will be responsible for timely and accurate processing of financial transactions and carrying out other financial duties efficiently and effectively. He/she will be responsible for day-to-day bookkeeping, including weekly payment lodgements, invoicing, and donor reporting. The officer will also assist with the annual audit process, manage supplier relationships, and ensure adherence to internal controls.

 

Job duties and responsibilities:

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1. Policies and Procedures

 

• Have a deep understanding of the financial and administrative humanitarian/development policies and procedures

• Ability to learn IFRC policies and procedures and apply them to support BRCS in developing their own

• Provide feedback to staff on documentation submitted with incorrect coding or inadequate supporting documentation

• Process transactions within BRCS financial systems and in line with BRCS finance

• policies and procedures

• Provide feedback to the BRCS Director General and technical staff on good financial practices.

 

2. Financial Reporting

 

• Review transactions posted to the projects to ensure they are accurately entered into the accounting system

• Monitor donor reports list, and ensure that required financial reporting is completed in a timely manner

• Verifies that the transactions process occurs according to the IFRS (International Financial Reporting Standards), the IFRC policies, procedures and they comply with the donor requirements

• Provide information about the status of reports to the BRCS and IFRC stakeholders

 

3. Budgeting

• Provide technical assistance, and advice to the project managers and / or programme staff during the preparation and/or revision of budgets

• Provide analysis of actual expenditures vs. budgets with its respective comments of the variances (if there is any) and recommendations

 

4. Validation of transactions

• Ensure that all the transactions are validated following the expenditure authorization policy and others

• Ensure all accounting transactions are properly authorized and documented by original and valid supporting documentation

• Provide feedback to the project managers when findings have been identified in terms of documentation that does not meet the requirements.

• Follow up with the project manager or unit staff the timely submission of the forecasts, journal of expenditures, expense claims and other documents

 

5. Treasury

• Conduct petty cash counts (surprise or planned)

• Ensure that daily, weekly and monthly petty cash counts are being done

• Ensure that the payments are done on a timely basis

• Coordinate the opening and closing of bank accounts

 

8. Accounting verification

• Book all the transactions in the accounting system after the appropriate review

 

9. Balance Sheet items review and reconciliations

 

• Provide reconciled account statements

 

 10. Month end closed routines

 

• This post will support, if required, the month-end close routines (e.g., currency revaluation, allocation, booking of provisions, etc.) within the deadlines

 

Position Requirements:

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Education

• University degree in accounting, finance, or an equivalent qualification.required

• Certified Public Accountant (CPA) certification or Chartered Financial Analyst (CFA) certification preferred

 

Experience

 

• 5+ years of relevant experience in accounting, financial management, or a related field.

• Experience in budgeting, financial reporting, and auditing within a non-profit or international organization.

• Experience in the Red Cross or a similar humanitarian organization is highly desirable

 

Knowledge, Skills and Language

• Excellent communication skills

• Good analytical skills and solution-focused person

• Demonstrable accountability

• Ability to work well in a multicultural team

• Excellent stress management skills

• Proficient in Microsoft 365 products and environment

• Demonstrate readiness to learn and increase knowledge

• Ability to work under pressure with flexible working hours

• Fluently Spoken and written English

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