Budget & Reporting Manager

Job Description

Background/IRC Summary: The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair. IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination. Job Overview/Summary: This position will be based in Turkey/Gaziantep and will be the focal person for the IRC Syria’s Budget and Grants Management 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.

POSITION OBJECTIVES: The Budget and reporting Manager assists the Financial Coordinator by managing the day-to-day budget and grants management function. Under the guidance of the Financial Coordinator, the Budget and Reporting Manager ensures that budget and grants management issues are immediately attended to and ensures that donor budgets are prepared in accordance with IRC and donor requirements and are submitted on time. In addition, he/she will ensure that grants are fully implemented in compliance with donor regulations and IRC requirements and will ensure timely submission of donor reports. He/she will develop budget management tools and conduct training to improve efficiency, donor reporting, and compliance.

Responsibilities: Syria Country Office Fiscal Year Operating Budget • Under the supervision of the Budget & reporting Coordinator, the Budget and Reporting Manager will assist the NWS -Syria Fiscal Year Country Operating Budget following the IRC standard format. . • Provides recommendations to address projected funding shortfalls or lack of funding coverage for each component of the fiscal year budget.

New proposal Development • Acts as NWS Syria country focal point for new budget preparations. • Under the guidance of the Financial Coordinator, prepares budgets for new proposals and revises existing budgets, ensuring that all costs are covered and are not under/over budgeted in addition to ensuring the correct use of IRC and donor budget formats. • Works with the Finance Coordinator on monthly Shared Program Cost allocations. • Calculates and insert the correct Shared Program Costs for all new donor budgets.

Grant Management & Reporting- NWS • Prepares monthly Budget versus Actual (BvA) reports for NWS grants and distributes on time. • Reviews budget spending and advise relevant staff on spending status. Requests feedback on all over/under spending. • Prepares and updates spending plans for all active grants in conjunction with designated budget holders. • Participates in monthly Grant Review Meetings (GRMs) and presents spending status. Follows-up on action points identified during the meetings. • Attends and provides support to all Grant Opening, Grant Review, and Grant Closing Meetings. • Provides support and feedback to Operations and Program Managers on all questions regarding the BvAs. • In compliance with donor requirements, proposes adjustment entries required for all BvAs and financial reports. • Prepare new budget line coding (T2 codes) for each new grant and updates in SUN system. • Uploads budgets to SUN system when required. • Prepares donor financial reports for review by the Finance Coordinator. Ensures reports are in compliance with donor reporting formats and submitted in a timely manner as per contractual requirements. • Provides advice on key donor compliance requirements in consultation with the Grants Unit. • Provides guidance on staff salary mapping and guidance on shared program cost allocations for Finance Coordinator review and further approval. • Provides analysis of grants spending plans vs actual spending • Reviews PRs and advice on charge codes

Subgrant Management-NWS

• Works with partnership department to provide financial guidance for sub-award management as per IRC policy and donor requirements. • Assists the partnership department in tracking and monitoring of subgrantee budgets and providing training to partners on budgeting. • Assists in the review of new sub-award budgets and agreements as required

Staff Management and Development • Coaches, trains, and mentors’ staff with the aim of strengthening their technical capacity, exchanging knowledge within the team and providing professional development guidance • Supervises and mentors’ direct reports including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and leading documented semi-annual performance reviews. • Provides constructive feedback and counsel on appropriate career paths and professional development. • Promotes and monitors staff care and well-being. • Approves and manages all leave requests to ensure adequate staffing coverage. • Offers leadership support for successful adherence by staff to IRC’s Global HR Operating Policies and Procedures.

Staff Training • Assist the Finance Coordinator in conducting regular training sessions for Program, Operations, and Finance staff in Amman and remotely for Syria NWS Field Offices on Budget Management, Reporting, IRC and donor regulations.

Staff Performance Management, Learning & Development • Hire, supervise, and build the capacity of team members in relevant technical and management competencies. • Develop and implement remote management capacity building approaches to build the strengths the teams teams in Syria. • Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews. • Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. • Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews. • Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis. • Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths. • As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies. • Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. • Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff. • Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

Qualifications

Required Experience/qualification/Skills: Education: •A bachelor’s degree in accounting, Business Administration, Commerce or Finance, or equivalent technical training certificate in accounting. •Minimum of (5) years of accounting experience. Experience: •Experience in donor budget development, Knowledge of OFDA and DFID, GFFO, ECHO, UN finds budgeting requirements, budget management and financial reporting will be an added advantage, Skills and Abilities: This job requires strong analytical skills to be able to make logical and strategic budget decisions. Skills and Abilities, must have demonstrated skills in working remotely and supporting staff in a remote context, Must be able to function comfortably in a complex work environment, under moderate pressure whilst prioritizing multiple tasks, Must be able to communicate effectively (written and verbal) in English, Good supervisory, time management and interpersonal skills. Excellent computer skills. Must be able to work under minimal supervision.

Demonstrated Skills and Competencies: •A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct. •Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development •Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution. •Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context. •Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience. •Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity. •Curiosity, a desire to continually learn and develop is a must. •Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel: •English is required, •Travel: 15% to field sites.

Key Working Relationships: Position Reports to: Budget & reporting Coordinator Position directly supervises: N/A Indirect Reporting (If applicable): N/A Key Internal Contacts: N/A Key External Contacts: N/A

the deadline to receive applications is 4th June 2023

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

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.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.