Budget & Reporting Coordinator

Job Description

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

CONTEXTUAL BACKGROUND

The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations. IRC Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri and Monguno of Borno state and Damatru of Yobe State. Currently, IRC Nigeria implements programs primary health care, nutrition, environmental health, women’s protection and empowerment, protection, child protection, education, food security & livelihoods

Job Overview/Summary

This position will be based in Abuja and will be the focal person for the IRC Nigeria’s Budget and Grants financial reporting function. This requires a motivated, flexible, problem-solving team player with excellent analytical, communication skills and the ability to prioritize activities and work to tight deadlines.

As part of the finance team of the country office under the supervision of the Assistant Finance Controller, the Budget & Reporting Coordinator will be responsible of managing the day-to-day budget and grants budgeting and reporting tasks. The Budget & Reporting Coordinator ensures the budget and grants management issues are immediately attended to and ensures that donor budgets are prepared in accordance with the IRC and specific donor’s requirements and are submitted on time.

In addition, this position will ensure that the grants are implemented in compliance with the donor regulations and the IRC requirements, ensure timely submission of the donor financial reports, additionally will develop budget tools and conduct trainings to ensure efficiency in the Budgeting and reporting function.

Major Responsibilities

Nigeria Country Office Fiscal Year Operating Budget

- The Budget and Reporting Coordinator will prepare the Nigeria Fiscal Year Country Operating Budget following the IRC standard format for the final review of Deputy Director Finance before further submission. - Ensures that the country-operating budget is regularly updated and is available for use as a management tool during the development of new proposal budgets and during times of rapid expansion and/or program reduction. - Provides recommendations to DDF to address projected funding shortfalls or lack of funding coverage for each component of the fiscal year budget.

New proposal budget Development

- Prepare and consolidate budgets for the new proposals and revises existing budgets, ensure all costs are covered (not under/over budgeted), in addition, ensures the correct use of the IRC and specific donor budget standard templates and linking it to the donor template. - Work with the Assistant Finance Controller on the monthly Shared Program Cost –SPC for new proposals calculation and monthly allocation. - Prepare the new budget Category code (D2 codes) and look up codes for new grants, perform upload in Integra.

Grant Management & Reporting

- Prepares and updates spending plans for all active grants in conjunction with designated budget holders and SPC calculation projection. - Review budget spending against spending plans / actual spending and advise relevant staff on spending status. Request feedback on all over/under spending from budget holders. - Participates in monthly BVA panel and share spending analysis with grants spending feedback and follow-up on action points identified during the grant’s meetings. - Attend and provide input and support to Grants Opening, Project Implementation meetings - PIM and Grant Closing Meetings. - Provide support and feedback to Operations and Program Managers on all questions regarding the BvA reports - In compliance with the donor regulations and the IRC requirements, propose adjustment entries required for the BvA reports and grant financial reports - Prepare grants external donor financial reports for review and sign off in country by the Deputy Director Finance and grants for further submission. Ensures reports are in compliance with the donor reporting template, to be submitted on time as per internal and external contractual requirements. - In consultation with the Grants Unit, provide review on actual charges transactions and advice on key donor compliance requirements. - Provide analysis and guidance on staff coverage, salary mapping in addition to the Shared Program Cost –SPC coverage and allocations for Deputy Director Finance final review and further approval - Provide analysis review of grants spending plans vs actual spending. - Perform the Finance verification of Purchase Requests to ensure: Items are allowable, allocable, and reasonable; Budget remaining balances are adequate; Accuracy of information included of: Items charging codes are correct and Mathematical calculation of total amounts.

Staff Training (Finance & Non-Finance)

- Assist the Deputy Director Finance in conducting regular staff training and induction sessions for Program, Operations, Finance, Nigeria Field Offices staff on Budgeting and reporting topics, such as: Budget management, review grant actuals and reports… etc - Build the capacity of the budgeting and reporting finance team - Work closely with the team to build their capacity in budgeting and reporting aspects where needed. - Able to transfer the knowledge of the donor reports, realignments, proposals. - Reconciliation with the financial report tool and accounting system. - Operating Budget development and quarterly updates.

Key Working Relationships

Position Reports to: Assistant Finance Controller

Indirect/Technical Reporting:

Position directly Supervises:

Key Internal Contacts:

Country Program: Grants Unit, Program Coordinators, Finance, and budget holders

Region/Global: Regional Finance Director

Key External Contacts:

Qualifications

- Minimum Bachelor’s Degree in Accounting, finance, or any related field.

Work Experience:

- Minimum 7 years of progressive work experience in a non-profit setting in budgeting and financial reporting - Working experience on major donors funding ECHO, BHA, USAID, OFDA, FCDO, UK Aid, EU Trust Fund, SIDA, CAD, etc

Demonstrated Technical Skills:

- Strong analytical skills to be able to make logical and strategic budget decisions - Skills and abilities in working remotely supporting staff. - Excellent oral and written communication skills, including the ability to present to groups of all sizes. - Self-starter with ability to work independently and part of a team. - Demonstrated ability to work effectively under pressure whilst prioritizing multiple task - Willing to travel within Nigeria. - Hard-working and detailed oriented.

tasks and demands coming from multiple sources

Demonstrated Managerial/Leadership Competencies:

Languages:

- Fluency in English

Computer/Other Tech Requirements:

- Proficiency in MS Office software suite – including Word, Excel, PowerPoint and Outlook. - Experience working with databases and/or other tracking systems.

Ability to Travel: % of time if applicable

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, and Accountability. 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.

Gender Equality****: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Working Environment

IRC is an 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.