Programme Finance Coordinator
WHAT WORKS TO PREVENT VIOLENCE – IMPACT AT SCALE (WHAT WORKS II / WWII)
IRC is seeking a Programme Finance Coordinator to support a seven-year Programme funded by the UK’s Foreign, Commonwealth and Development Office (FCDO) to improve prevention and response to violence against women and girls. The ‘What Works to Prevent Violence – Impact at Scale’ Programme will build on the success of its predecessor (‘What Works I’) to prevent and contribute to eliminating violence against women and girls (VAWG) by:
• Systematically designing, implementing and rigorously evaluating a range of approaches to scaling up violence prevention efforts, translating proof-of-concept evidence into robust, largescale Programmes and strategies.
• Designing, piloting and testing new theory-driven violence prevention approaches (innovation).
• Strengthening long-term capability and capacity to deliver cutting-edge, evidence-based violence prevention Programmes across the Programme’s grantees, the UK Government (principally FCDO), and developing country governments; and
• Using evidence to influence a more effective, scaled-up global response to end VAWG.
Programme Finance Coordinator for What Works II
The Purpose of the Role
The Programme Finance Coordinator is responsible for supporting the financial oversight for the total Programme budget of £45.5m. The budget is allocated to IRC and consortium partners to deliver specific Programme objectives. There is a large fund management allocation to award grants. The Programme Finance Coordinator will play a critical role in ensuring effective budget management and control, donor reporting and forecasting on financial aspects of the Programme to FCDO, invoicing and disbursements to partners and grant awardees.
The role will also provide key support to the Deputy Programme Director, Fund Management, and work closely with Grant Managers and Finance Officers to coordinate programmatic and budgetary monitoring, compliance with donor and internal IRC rules and regulations and other key functions as required.
Scope and Authority
· This position has no direct line management authority but is responsible for advising staff on spend
Responsibility for Resources:
· This position is not a budget holder but is required to manage and oversee project budgets
· Responsible for monitoring overall programme spending, particular regarding IRC and subcontractors
· Responsible for supplier and consortium payments and accounting
· Supports the Deputy Programme Director, Fund Management
Key Working Relationships
· Regular contact with the What Works Fund Management Team with regards to the financial management for Programme budget.
· Regular contact with Technical Excellence teams in IRC Inc and IRC UK with regards to financial management and donor reporting / invoicing.
Programme Budget Management and Monitoring
· Review, track, and analyse expenditures for the entire WWII Programme including the grants portfolio, sub-contractors and IRC
· Coordinate Programme budget management, expenditure monitoring & forecasting
· Hold knowledge base of FCDO contract rules and regulations related to finance and advise other team members on financial compliance
· Develop and maintain systems for budget control to ensure project expenses are reasonable, prudent and spent in accordance with the donor’s rules and regulations
· Develop systems to ensure accurate forecasts and manage expenses according to spending plans
· In close collaboration with the Grants Managers, Finance Officers and Operations Manager, liaise with partner institutions regarding any deviations or concerns on spending
· Work closely with regional/ global team to ensure all IRC WWII Programme budget monitoring, payments and booking of expenses by providing monthly budget versus actual reports to budget holders and in country Programmes
· Work closely with Grants Managers, Finance Officers, Operations Manager, technical unit and headquarters-based finance staff to ensure accuracy of the WWII financial reports and promptly identify and advise the WWII Fund Director and Programme Director on areas of concern
· Undertake Programme budget reviews and adjustments as required and produce financial management information & analysis for Programme Director and Deputy Director.
· Coordinate approval of agreements, amendments, cost extensions and no-cost extensions
· Advise on contract and subcontract revisions, in collaboration with Sub-Contracts Manager
Donor Reporting and Compliance
· Develop guidance, templates, and toolkits to ensure timely submission of narrative and financial donor reports
· Coordinate information on budgets, expenditure and forecasts in collaboration with Grants Managers and Finance Officers and collate for submission to donor
· Liaise with other members of Partnership Excellence Team to prepare and submit high quality Programmatic and financial reports by IRC, Sub-contractors, grants portfolio and IRC global
· Assist in donor relations, participate in calls with FCDO, and represent the IRC WWII Programme team at donor meetings as required
· Ensure quality information management through regular maintenance of Programme budget information, including coordination and preparation of documents and files for internal and external audits
· Monitor and facilitate compliance of Programmes with FCDO and IRC requirements and raise issues affecting external/internal compliance
· Support Finance Officers to build capacity of local partners in donor reporting and compliance, including travel to locations of implementation to provide trainings and on-going support
· Support internal and external audits of Programme finances
Funds Invoice & Disbursements
· Oversee the coordination of information from Partnership Excellence Team, for the preparation of quarterly donor invoices including quality assurance
· Liaise with IRC Global & Finance, with respect to donor invoicing requirements
· Consolidate payment breakdown by partners according to previous quarter spend, balance and forecasts
· Oversee the process of funds disbursements to project partners, sub-contractors and grant awardees in collaboration with Finance Officers.
Skills, Knowledge and Qualifications:
• Bachelor’s degree or professional qualification in accounting, or equivalent working experience
• At least 5 years of related work experience, preferably for an International Non-Governmental Organization managing FCDO grants or contracts
• Knowledge of FCDO’s rules and regulations
• Knowledge of computerized accounting software and ERPs
• Excellent proficiency in Microsoft Excel
• Excellent organisational skills
• Excellent interpersonal and communication skills, with the ability to effectively liaise with a variety of people in a multi-cultural environment and work in a virtual team
• Flexible work attitude, proactive and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance
• Experience managing complex grants and projects throughout implementation, including budget and finance components, compliance, monitoring and forecasting processes
• Good experience of managing large (multi-million) pound budgets or contracts
· Experience in financial management of commercial contracts, including FCDO
· Prior experience working in countries where IRC operates
· Project Management Skills