Field Office Finance Manager

Job Description

Background/IRC Summary: Months of escalating Russian hostility towards Ukraine have culminated in a concerted invasion of the country and the launch of military attacks across multiple cities in Ukraine, with a view to destabilize the country and provoke a change in government. Fleeing insecurity, Ukrainians are travelling west, with Poland establishing 8 reception centers along its border with Ukraine, for an estimated 1 million arrivals. Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Poland and Ukraine to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, IRC/partners will launch a rapid needs assessment to better understand the humanitarian needs in both Poland and Ukraine and how IRC can complement partner response services either in breadth or scale

Job Overview/Summary:

Field Monitoring

Act as the focal person and representative of Finance at the field site Coordinating the activities of Finance and Administration staff in the field to ensure quality financial records coming from the field. This includes capacity building of field staff based on needs identified by Field Managers in the field and development of financial system specific to a particular sub-office Together with the Programme and Senior Area Manager prepare quarterly salary mapping tables by the due dates and ensure the same are approved and used to charge staff salaries and recorded accordingly in SUN system.

General Accounting services

- Managing all aspects of day-to-day operations of the Finance department - Ensure all procurement and other documents are reviewed on a timely manner - Review bank reconciliation monthly from the main office and field site. - Liaison with bank on all banking issues. - Forward to the Payroll Administrator every month, outstanding personnel advances and charges related to D7, for recovery. - Preparation, review and posting of General Ledger transactions, adjusting journal entries and sub-office transactions. - Supervising the monthly financial close process at the field and ensure timely, complete, and accurate submission to IRC after review - Overseeing the sub-ledger reconciliation process and confirm that the GL sub-ledger accounts match the details in their related modules. - Ensure that all sub-office financial matters are addressed on a timely basis. During field visits follow-up on financial, internal controls and other program support action items identified. - Review of the field National staff salary and ensure payment by the 28th of every month - Ensure finance filing and document retrieval system is functional, efficient and secure. - Ensures Balances on all payroll accounts are ZERO on or before 30th of every month and investigate if differences are noted. - Ensure balances on all vendor accounts are current if not zero - Ensure the finance dashboard on the online BVA is reviewed and cleaned up daily

Donor Reports

- Ensure that online BVAs assigned are reviewed on a monthly basis - Closely monitor assigned grants to ensure that no grants are overspent or under spent through checking of over/under expenditure on the online BVA - Participation in preparation of donor reports by the due dates. - Analysis of actual to budget results to identify problems in accounting or compliance. - Identification of procedural or training issues to be addressed to improve the quality of report data. - Review of the online BVA results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.

Budgets

- Assisting in the development and preparation of SPC allocation processes for overarching costs that comply with donor regulations on allowable costs. - Working with operations and program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of country operating costs and NY direct and indirect costs. - Ensure that all accruals at grant closure are accurate, valid and are promptly liquidated. Attend BVA, Grant Opening and Closing Meetings

Staff Management

- Setting smart goals and monitoring performance of staff. - Mentoring, coaching and motivating staff. - Quarterly Reviews of performance appraisal of direct reports. - Daily supervision and review of the workflow processes for efficiency

Other duties

- Ensures the timely preparation, review of all monthly bank account and cash reconciliations. - Ensure timely transfer of cash requests and liquidity of the field locations - Manage and supervise audits as they fall due ensuring documents are adequately reviewed - Train and capacity build staff as required - Attend and participate in trainings identified/organized by your supervisor - Report any violations of the IRC Sexual Abuse and Exploitation Code of Conduct (in-country and World-wide) as per the IRC reporting mechanism. The reporting of violations is an obligation on the part of all staff members - Perform other duties as may be assigned by your supervisor

Key Working Relationships:

Position Reports to: Deputy Director Finance Position directly supervises: Finance officer, Finance Assistant Other Internal and/or external contacts: Internal: Works with other sectors on finance matters related to the organization

Job Requirements:

- Bachelor’s degree in Accounting from recognized College/Institution. ACCA/CPA qualification will be preferred. - Minimum of three years of accounting experience. - Computer literate with significant experience in excel, accounting package. Knowledge in (SUN system) will be an added advantage. - The candidate should be mature, with stable personality and ability to maintain confidentiality. - Exceptional interpersonal skills; tact, patience, diplomacy, and appropriate assertiveness. Languages Requirements: Fluency in Ukrainian and English. _________________________________________________________________________________________________ The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional 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, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

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