The Financial Coordinator has overall responsibility for the finance and grant management functions for the country program. The Finance Coordinator has responsibilities include oversight of accounting and treasury management, Budget development, monitoring & Compliance, donors report, operating budget compilation and updates and monitor the spending trend, and staff training &management functions.
Treasury and Accounting lead:
• Involve in the month- end closing process and ensure timely submission of SAF file on time.
• Manage country office cash properly and ensure healthy cash inflows and out flows.
• Mange risks: Prevent and mitigate potential financial risks
• Work with the finance team and prepare balance sheet accounts reconciliations and internal reports.
• Develop audit plan and assist the team on the grant audit process.
• Assist the finance manager on treasury management including review of field office cash management and control system.
Operating budget development and quarterly update
• Operating budget - Working on the formulation of annual operating budgets, operating budget reforecast. Review operating budgets of the allocated filed sites. And updated the DDF on the status of the CO budget position on a regular bases
• Update quarterly CO-operating budget and advise the outcome to the DDF
• Identify any shortfalls in shared costs budget coverage and ensure new budgets cover the appropriate percentage of shared costs and review of unrestricted funding versus approved allocation.
• Assisting in the development and preparation of cost allocation processes for overarching costs that comply with donor regulations on allowable costs. Monitor the CO PJ001 spending and advise DDF if there is a deviation from the policy
• Working with program staff & Finance Managers to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of direct and indirect costs
• Review donor financial reports submitted by finance manager as per the donor agreements & contracts and ensuring donor regulations are adhered to for all aspects of the operations
• Monitor the finance managers if they have uploaded the D2/T2-code to online BvA on timely manner and ensure users have access to online BvA to start spending
• Do a regular analysis of the CO grant spending and advise the DDF if there is a potential over/under spending.
• Assisting in the preparation and maintenance of the country's Operating Budget to ensure data is complete and maintained on a timely basis.
• Preparation of monthly management reports analyzing the use of unrestricted funding versus approved allocation.
• Assisting in the development and preparation of cost allocation processes for overarching costs that comply with donor regulations on allowable costs.
• Working with 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.
• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
Skill Transfer/Sharing & Staff Management
• Develops and implements a training program for the country’s finance staff to ensure staff development and minimize IRC’s exposure when staff are absent or depart.
• Develop a capacity building plan for field finance staff for the to be capacitated to cover a FM when he/she will be away from office
• Maintains current job descriptions for all positions within the finance group that are under your supervision.
• Ensures comprehensive and constructive performance reviews are completed on a timely basis and facilitates discussion of performance and career options with all country finance staff.
• Oversees training and technical support to country program, logistics and administrative staff for skills improvement in the areas of accounting, reporting and internal control.
• Manages the finance staff activities and schedules to meet the financial reporting requirements and deadlines specified by New York and donors.
4. Financial reporting, Internal Controls & Audit management
• Ensures that all policies and procedures are following IRC and funding source policies, procedures, and requirements.
• Closely monitors all financial activities and keeps the DDF advised of all situations which have the potential for a negative impact on internal controls or financial performance.
• Review monthly grant actual spending against the spending/procurement plan and advise the budget holders if there is variance
• Maintain accurate forecasts of budget for meeting future spending, including commitments entered and which obligate IRC to future spending.
• Follow up with HQ, UK or IRC-DE office for collection of long outstanding receivables.
• Develops field visit schedules and performs the completion of country internal control assessment, and initiates actions necessary to correct internal control weaknesses.
• Facilitates and co-ordinates external, internal, donor or government audits
• Represent finance office on bidding process which are higher than $20K
• Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.
5. Partnership portfolio management
• Work with Partnership unit and technical staff to organize capacity and risk assessments for partners.
• Help facilitate the sub-award proposal review process as needed
• Further develop partnership templates and contracts in conjunction with the Partnership unit and finance controller /grants.
• Work in collaboration with Operation, other IRC finance team, and program staff to manage sub-agreements.
• Contribute to IRC South Sudan partnership strategy development as needed/requested.
• Liaise with partnership unit for timely submission of accurate financial reports.
• Conduct monitoring trip to existing sub-grants
• Carry out all Pre-Award Assessments – including the defining of capacity building issues – for prospective partners and feedback to CP staff and HQ, in a timely and comprehensive fashion
• Review financial report submitted by partners and provides immediate feedback as necessary
• Carry out subsequent visits to partners who are selected, in order to develop a Capacity Building Plan with specific action points, incorporating this into the negotiation phase for the Sub-Grant Agreement transfers
• Conduct training to IRC partners finance staff
• Assist in review of sub grant policy and roll-out of new policies.
• Manage the sub award closeout process in compliance with donors and IRC regulations
• Coordinate communication between IRC Finance, grants, program and sub grantees.
• Ensuring that all partners submit their financial report on timely fashion and fund to be transferred to partners without delay
• Assist on post-award monitoring and filed visits to ensure that IRC requirements are being followed by the sub grantees.
• Ensure budget and other operational policy and producers are respected by partners
Key Result Areas
Strengthen and maintain the integrity of finance systems, ensuring smooth financial operations for supporting program work, updating and generating timely financial information to the management, donors, partners and other organizational levels.
• A Bachelors degree in Accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting such as CPA, or ACCA.
• A Masters degree with a Finance concentration will be an added advantage
• Not less than 5 years at a senior level within the Finance Department of an international organization. Experience in the humanitarian sector will be an added advantage
• Current or previous experience within IRC in a similar role will also be an added advantage
• Extensive experience in working with computerized accounting systems, standard spreadsheet and database programs.
Required Experience & Competencies:
• Good written and verbal skills in the English language.
• Must be comfortable in being a proactive member of the top-management team. Must seek to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions.
• Must be able to function effectively in a loosely structured, but complex work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements
• Ability to carry out responsibilities independently with minimal technical support from within the program organization.
• Must be a patient and good communicator who can function in an organizational environment involving a diversity of cultures, languages, and personal interests and agendas.
• Good at role of facilitator and team player in solving problems.
• Committed to staff training and development
Standard of Professional Conduct: IRC and IRC employees are required to abide by the values and principles outlined in the IRC Way Code of Conduct which are Integrity, Service, Equality and Accountability. In accordance with these values, IRC operates and implements policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.