Senior Finance Manager

Background of IRC:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC leads the wayfrom harm to home. Began work in Ethiopia, 1999 in response to severe drought that happened in Ethiopias Somali region. Currently, providing assistance in ten different regions implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), womens protection and empowerment, education, child protection, and multi-sectoral emergency response.

Job Overview:

Under direct supervision of the Director of Finance, the Senior Finance Manager will be responsible for the overall financial management of the grants/contract. The position is mainly expected to coordinate project implementation support, donor report preparation, budget management and monitoring, verifying field and Addis expenditures against donor restriction and compliances. In addition, the position holder is responsible for staff training and capacity building, risk management, auditing, and program support. Furthermore, he/she will also be accountable for any other grants management and operational activities as assigned.

Major Responsibilities:

1. Compliances Donors, governments and IRC policies and procedures

General:

Ensure donor, IRC and govt policies and procedures are effectively and efficiently applied on assigned grants through on time preparation of monthly, quarterly, interim, and final quality donor reports and submitted to the donor after completing the internal review process with HQ with high standard. The govt report is monitored jointly with field finance manager and ensure each report submitted to respective govt office without delay. Partnership agreement and IRC PEERS policy and procedures are well exercised and implemented in the management of subgrantees and oversee document verification conducted and follow-up fund transfer from the donor to partners. Receivables are strongly and closely monitored for timely collections.

Specific:

• Check all requirements are ensured through transactional compliance and data reconciliation during each report preparation.
• Every wrong expenditure is corrected and adjusting entry are prepared and get approval from supervisor then posted in the system up 30^th of every month before final report shared with HQ for review.
• Error free monthly, quarterly, and final donor and govt report submitted to the donor govt respectively before the due date.
• Oversee fund transfer from the donor timely collected and ensure you updated the monthly cash transfer tracking on the box up to 30th of every month.
• Establishes finance and supporting function policies, systems, and procedures, as required.
• Follow up donors reporting schedule and ensure timely report submission to HQ and the donor.
• Assets are tracked from SUN system and reconciled against SC report on quarterly bass and maintain file for this.
• Ensures balance sheet reconciliations are reviewed while preparing reports.
• Maintain current local govt requirements related to financial matters and ensure compliance with tax and other legal requirements.
• Closely monitors all financial activities and keeps the finance controller advised of all situations which have the potential for a negative impact on internal controls or financial performance.

2. Budget management and monitoring

General:

Ensure effective budget management through monthly BVA, spending plan and compliance review and constructive feedbacks shared with respective unit on monthly basis. Make sure the spending plan is prepared and uploaded on the online BVA for each grant and the monthly BVA report analysis report measured the spending plan against actual in addition to donor and govt compliance review. Actively participate on project management meeting and provide constructive feedback so that accurate and timely information are available for decision makers to make an informed decision. New proposal and budget revision properly reviewed according to IRC, donor, and Govt requirements within given deadlines and alive on the online BVA.

Specific:

• New budget proposal reviewed within 2 days of received.
• Review personnel budget spending and provide timely impute for Monthly salary map allocation for effective budget utilization and keep donor compliance.
• Ensure spending plan is uploaded on the online BVA before spending.
• Grant monitoring maintained through review of budget utilization and participate on budget revisions.
• New Budget/ realignment/ are made available on online with in two working days of maximums.
• Monthly BVA report analyzed as soon as the monthly SUN actual is synchronized which is before 25th of every month. the end date reached by doing spending and flagged major issue with respective staff to maintain donor compliance and effective budget utilization.
• Ensure BVA adjustments are posted on the 1st round and proposed recoding shared with supervisor for approval up to 30th of every month.
• Field finance staff are aware of grants & compliance related issues.
• Updated grant files are maintained and for easy reference.

3. Staff training and capacity building

General:

Ensures staff under supervision are well capacitated through on job training. Performance management activity established timely to conversant with operational procedures and policies. Build the capacity of all staff but encourage female staff on their career development. Also, conduct comprehensive and constructive performance reviews objectively and timely and facilitates discussion of performance and career options with staff under supervision. Regular 1 to 1 meeting conducted at least 2 hour per month and improvement areas identified for effective staff development. Encourage and motivate staff to deliver the tasks.

Specific:

• Staff performance review conducted through 1 to 1 meeting,
• Weekly task plan reviewed and required feedback in formal communication.
• Staff capacity enhanced by identify gaps through on job training that help to deliver at their full capacity and under minimum supervision.
• Annual leave plan is effectively managed and utilized without any gaps on workplace.
• Constructive 1 to 1 meeting is conducted and documented per HR guideline.

4. Risk management and Audit

General:

Ensure Statutory taxes (PIT, Pension, Withholding, etc) to the government are paid timely. VAT payments are regularly tracked and reported to USAID and follow the refunds accordingly. Closely work with project auditors, IRC internal auditors and any donor verification and manage question or concerns efficiently. Make sure exchange rate that applied on donor report is compliant. Ensure balance sheet accounts are closely monitored and corrective actions completed before final report. Ensure the IRC, donor and govt rules and regulations applied in the day-to-day activities.

Specific:

• The monthly VAT report and related compliance requirement managed efficiently.
• All balance sheet accounts cleared timely before grant closure.
• The FY audit and verification reports did not bring significant findings.
• The monthly Statutory taxes and related requirement managed before the due date.
• The project audit and verification requirement closely monitored and efficiently managed without challenge.
• Exchange rate effectively applied as per donor and IRC requirement.

5. Program support Client focused service delivery

General:

Strengthen field office management and controls. The field finance and non-finance staff are aware of IRC, donor, and govt regulations while you are reviewing documents and providing financial advice and trainings when required in consultation with supervisor. Ensure all departments are supported by finance with integrity and high standards and organization resources are managed as per agreed policies and procedures. Address field office requests with priority and timely. Conduct site visits and support the team on the ground in consultation with supervisor. Make sure BVA report analysis and respective procedures are well understood by users. Also, make sure the spending plan concept, budget management, BVA clean-ups are understood and exercised as per the required standards. Envisage big pictures, pay attention to details, and focus on quality services.

Specific:

• The field office finance team are well capacitated in every advice we provided and ensure every support request is addressed timely per expected standard.
• Every compliance related with assign grant effectively managed by the field finance manager without any gap.
• The shared monthly BVA analysis and respective notes are well understood by users and anticipated result achieved.
• The day-to-day activities performed in line with IRC, donor, and govt regulation with smooth, conducive and integrity working interaction.
• The monthly Spending plan and related analysis is well understood by all the focal points.
• Training is provided for finance and non-finance staff when required in consultation with supervisor.
• All respective points are aware donor rule and regulation.
• Online BVA functions specially BVA clean-up is performed effectively without any challenge.

Education:

• Bachelors degree in accounting, Business Administration, Commerce or Finance or Master degree.

Experience:

• Minimum 4 years of relevant experience for BA holders and 3 years for Master holders.

• Proven and progress if experience in financial management of different donors in NGO setting.

• Experience in managing commercial contracts of US, foundations and European grants will be an added advantage.

Preferred experience & skills:

• Good written and verbal skills in the English language
• Ability to work under pressure.
• Self-motivated, energetic, honest, highly responsible, and punctual.
• Proactive to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions.
• Ability to work as part of a team as well as to work autonomously when required.
• Ability to use computer and Microsoft applications especially good knowledge of excel.
• Committed to staff training and development.