Budget & Reporting Finance Manager

BACKGROUND:The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees made to flee from war or disaster. 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. The IRC leads the way from harm to home.

The IRC responds to people’s acute and longer-term needs with integrated programs that improve health and safety, prioritize children’s education, develop economic wellbeing, and empower communities to regain control over their lives. Our work gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, conflict sensitivity, coordination, and impact.

The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small project to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Al Dalea. Currently IRC Yemen is operating in eight governorates in the south and north of Yemen and Sana’a and Hodeidah in the North through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

SCOPE OF WORK & JOB SUMMARY: The purpose of this position is to have an individual with specialized, trained to dedicate the majority of time to support the functions of program development, grant management and various financial reports. This versatile individual should also be able to get involved in other accounting tasks, as necessary and as time permits. Comprehensive accounting skills and experience combined with managerial and supervisory abilities will also be required. Flexible approach to ad hoc tasks as they emerge will be paramount.

The budget and report manager assist in handling the day-to-day budget and grants management functions. Under the guidance of Deputy Director finance, the Budget and Reporting Manager ensures that budgets and grant’s financial management issues are immediately attended to and submitted on time to the relevant stakeholders. In addition, ensure that grants are fully implemented in compliance with donor regulations and IRC requirements and will ensure timely submission of donor and governmental reports, will develop budget management tools and conduct training to improve efficiency, financial reporting and compliance.

WORKING RELATIONS: Position Reports to the Deputy Director Finance -DDF

Communicate and work with other team members within Finance, SMT, Supply Chain, Government Liaison staff, Program Coordinators and Grants team

MAIN RESPONSIBILITIES

• Review and update the country program annual operating budget costs and coverage to ensure it is updated for all funding sources and costs; in terms of completeness and reasonableness; with analysis on the country office “gaps”, if any
• Ensure there is a participative approach in the budgeting process which involves finance, procurement, supply chain, program sectors, HR, Liaison, Field management, grants unit
• Ensure that there is available standard budgeting information and internal templates, which are most updated on the share program costs planning and charging projections to grants.
• Ensure that approved grants budgets for each D1 are created in Integra promptly in advance
• Ensure that mapping of budgets from the IRC format to the donor external templates accurately.
• Ensure accuracy of the proposal budgets preparations to ensure coverage of all rated costs and unit costs have been fairly allocated and included and budgeted for, the DDF final review and signoff for further approvals and submissions.
• Each proposal budget includes the IRC internal template, proposal checklist, budget narrative as needed, donor external template, MOPIC/SCMCHA format etc.
• Working with Government Liaison and DDF, ensure donor and IRC internal budget templates are linked to MOPIC/SCMCHA budget templates at the time of budget drafting
• in time address/respond to feedback from government authorities related to budget or expenditure in consultation with DDF and Liaison as required
• Participate with Budget holders and Grants unit on budget realignments preparation ensuring the process is being prepared accurate, including the most up to date available information
• Prepare monthly, quarterly or yearly reports as per donor financial report requirement ensuring they are completed accurately and produced timely ensure adequate review, approval and submission to the grants or Liaison unit.
• Ensure all reports produced are in agreement with the balance as per Integra ERP & Power BI reporting system, as part of the submission to DDF for further review.
• Work with grants unit and Liaison staff to identify matters arising in the financial reports and ensure on time appropriate action is taken.
• Prepare all final financial reports to donors/government for review and sign off by the DDF, ensuring actuals ate accurate and agree to the Integra information.
• With the Accounting team ensure any adjusting entries in prepared reports are addressed and communicated for proper action.
• Ensure all donor and government reports submitted are filed appropriately on box folder for future reference
• Perform Training, capacity building for Finance, program, operations staff on the budgeting, reporting and projections topics
• Ensure all relevant grant codes are available to relevant staff, through proper communication.
• Establish and maintain a proper filing system for all financial budget, reporting related files for all grants by D1 project code. These include but are not limited to all financial reports submitted, budget modifications, related communication email etc.
• Advise relevant staff of any new updates on donor rule and regulations related to finance
• Represent finance in the project Cycle Meeting (Design, Opening, implementation, closing, Learning Meetings) and Sub-awards partners meetings.
• Work with the grants team to ensure that all related award information is disseminated to relevant program, finance and operations staff

Budget versus Actual (BvA) & Spending Plans projection Reports

• Monthly prepare Budget Versus Actual expenditure and spending plan reports and send this out to all relevant staff monthly. The expenditure report should include a brief commentary on matters arising as identified from the report
• Follow up with staff to get feedback on any matters arising out of the financial report that need to be clarified to recommend or take action.
• Ensure that any proposed adjusting entries are reviewed and acted upon within the month identified to avoid recurrence of the same issues.
• In liaison with the supply Chain department, review the monthly inventory balances, external and internal commitments for financial obligations already entered into but not captured in financial reports,

Staff Training & Capacity building

·Training and capacity building of staff on internal BVA and spending plans reporting templates, requirements, accurate projections and process

·Train staff on Shared Program Cost allocations methodology

·Assess the skill and experience of the Finance staff and provide training, in both the field offices and the main office on matters related to grants, contracts and budgets

·Train Project/Field Managers/coordinators on how to monitor their budgets, code expenses and the proper use of the categorization of costs: dimensions D codes and chart of account.

Minimum Qualifications:

REQUIREMENTS:

A. Education: Bachelor in Finance, Accounting, or related field (economics, commerce, statics). an advance degree preferred.

B. Experience: Minimum 4 years in financial analytical and reporting experience, handle financial projects budgets. INGO experience preferred.

C. Skills and Proficiencies:

• Excellent, advanced analytical skill is essential
• Very good written and oral communication skills, including the ability to present to groups of all sizes.
• Ability to work under minimal supervision and deliver on set objectives within given timelines.
• Ability to work effectively handling multiple simultaneous tasks and demands coming from multiple sources.
• Detailed oriented, perseverance, subtlety, and appropriate assertiveness.
• Proficiency in MS Office software –Excel, PowerPoint and Outlook.
• Experience working with ERP system preferred

Professional Standards: 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.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, age, marital status, disability or any other characteristic protected by applicable law.

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

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.

Commitment to Client Responsiveness: By committing to Client-Centered Programming, at the IRC Yemen, we place the people we serve – our clients – at the center of our programming and services. The IRC Yemen Staff have an important role to play in supporting the implementation of client-responsive programming through raising awareness among the community and clients about the existing feedback mechanisms and how to use them including the response processes, access, and eligibility to services, and contribute to building an institutional culture that prompts staff to listen to clients.