Budget Manager (National Position)

Job Description

Background/IRC Summary: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restorehealth, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein,the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.

Job Overview/Summary: Primarily based in Bangkok, Budget Manager will work under the direct supervision of Senior Finance Coordinator and will provide support to Finance and program teams on budget preparation, financial reporting and training of staff.

He/she is responsible mainly for managing the budgeting and reporting function (grants and contracts) of Thailand Country Program to ensure timely and accurate grant and operating budget preparation, treasury management.

The position is responsible for budgeting, development of spending plan/forecast, project financial transactions, financial reporting and ensuring project budget and financial management is in compliance with donors’ rules and regulations, IRC policies and procedures and Thai laws and regulations.

MAJOR RESPONSIBILITIES:

I. Budgeting and Reporting: - Preparation, revision and maintenance of country office Operating Budget and ensure the operating budget is managed and monitored effectively and efficiently within timely manner. - Prepare and revise all grant budget proposals and make sure that all budget line items are allowable, allocable and reasonable as per Donor requirements. - Work closely with program staff in preparing and/or revising grant budgets to support new proposals or realignments and ensure the submission is within the timely manner and the adequate coverage of country operating costs and headquarters costs. - Consolidate and update all grant pipeline information from Program and Finance departments on a monthly basis and to propose and prepare budget revisions as necessary and ensure that spending is carried out according to the plan. - Preparation of all Budget versus Actual reports on a monthly basis in donor currency to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required. - Draft donor financial reports and request for funds for review by Senior Finance Coordinator and make sure the reports are - prepared and sent appropriately and within the timely manner. - Preparation of US federal funding Letter of Credit –LOC report to HQ to ensure accurate appropriate balances are included to facilitate grants implementation. - Preparation of monthly field expense reports and analyzing the use of unrestricted funding versus approved allocations. Develop Shared Program Cost allocation processes and methodology for overarching costs that comply with donor regulations on allowable costs - Prepare timesheet planning worksheet and sending it to all country office supervisors and make sure that the cost allocations are allowable, allocable and reasonable as per Donor requirements. - Monitoring and preparation of reporting schedules and request for fund. - Review BVA spending plans and prepare BVA upload. - Analyze BVA reports and provide relevant inputs to budget holders.

II. Training: - Assist in providing training and support for the country office program and operational staff on proposal budgets, revisions and pipeline and spending plan reports.

Other Responsibilities: - Ensure the completeness of the grants financial documentation of the centralized grant filing system. - Assist with the internal and external audit when required. - Perform other duties, as appropriate or requested - The IRC policies and donor regulations are adhered to. - Expenses are allowable as per specific donor regulations. - The charge codes for payments submitted are correct. - The calculations are correct. (this includes test of the mathematical accuracy of invoices, receipts and supporting documents to payments) - The relevant supporting documents are attached. - SUN System / General Ledger and Budget Ledger Processing: - Uploading entries of SUN accounting System changes including chart of accounts, coding, exchange rates, transactions, etc. - Review field office accounting transactions before uploading it to SUN and ensure that SUN System uploads proceed on time for the monthly closer. - Ensure a backup and retention procedure is in place and followed for all SUN master files ensuring that all saved on the network drive. - Review financial data information submitted by field office(s) to identify weakness and problems and to devise correction action - Provide monthly feedbacks for the Finance staff by email - Provide feedback remarks on the financial data submitted by field office by review and analyze the monthly spreadsheets from the main and field offices prior to uploading in the SUN System. - Assist in Cost Allocation and Data Mapping Process

Key Working Relationships:

Reports to: Senior Finance Coordinator Internal: Operations Staff and Program Coordinators and Other Program Staff. External to IRC: Banking Managers, Donors, and local government staff (taxation and regulation related), External Auditors.

Qualifications

Job Requirements:

Education: Bachelor’s degree in accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting (CPA or equivalent certification would be preferred).

Experience: - Minimum of three (3) years of finance and accounting experience. - Experienced in budgeting and with various PC and financial related software (spreadsheets, accounting packages). Skills and Abilities: - Must be able to function comfortably in a loosely structured but complex work environment, working and prioritizing multiple tasks. - Able to communicate effectively (written and verbal) in English with program staff, management and employees - Comfortable making decisions. - Good organizational, time management and interpersonal skills

Demonstrated Skills and Competencies: - Strong interpersonal and leadership skills, cross group collaboration compliance, proactive and innovative approach - Strategic thinker with excellent interpersonal, leadership, problem solving, decision making and follow-up skills - Excellent multi-tasking, organized, and hands on experience with high achievement - Being a self-starter with drive and initiative and able to work as a team with a positive attitude and open minded - Considerate and deliberate in dealing with people with good negotiation skills - Deadline oriented - Positive attitude and excellent service mind - Very strong proficiency in MS Word, Excel, and PowerPoint is required. - Some experiences in Enterprise Resources Planning System

Language Skills: Excellent in English communication of speaking, listening, and writing

Certificates or Licenses: an asset

Working Environment: Based in Bangkok office, occasionally required to travel to field offices and joined with regional conference and workshop, if required.

Standards of Professional Conduct The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.