Deputy Finance Manager -Budgeting and Reporting

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Job Description

The Deputy Finance Manager together with Finance Manager, and Finance Officer(s) form the core team of finance professionals and are the key point of contact for Country Program specific finance issues. A key responsibility of the Deputy Finance Manager is to assist Finance Manager in ensuring sound financial capacity of Country program, to ensure the overall coordination, leading and supervision of all functions in the finance management and procedures, financial reporting, financial grant management and compliance, communication, capacity building of finance department, and strengthening of partners in the area of financial management. The DFM supports designs, improvement and maintaining effective financial systems and processes. In line with DRCs’ strategic priority to reinforce an organizational culture of high performance and accountability, s/he works with FM and entire country program management to ensure that the country program maintains a high level of resource stewardship and strict financial accountability.

TASK and RESPONSIBILITIES

Master Budget Focal Point

Update and maintain a country master budget for SMT informed decision making which is to be updated quarterly, based on DRC Policy Briefs in line with DRC Dynamics implementation.
Serve as the country focal point for DRC Dynamics Master budgeting for Ethiopia and actively identifying and flagging gaps
Provide support and troubleshooting on any issues raised and providing training to other staff on DRC Dynamics Budgeting and Master Budget management.
Suggest corrective action to be taken by SMT to fill the gaps.

Budgeting

Coordinate and as needed own the coordination of proposal development and amendments (including budget development and amendment) working with program staff, gathering input from technical staffs, the Finance Department, Research, Monitoring, and Evaluation staff, and the Regional Unit.
Provide cost allocation based on gaps and ensure all actual gaps for each area are considered when budgeting for each proposal.
Ensure accurate review of new budgets and realignment/modification budgets prior to RO, HQ, and donor submission at Addis level, incorporating all feedback and ensuring that budgets are error-free.
Manage the ETH internal budgeting tool with fixed lines to ensure all relevant costs are accounted for therefore minimizing risk for missed costs.
Ensure flagged amendments are concluded (including NCEs)
Ensure that new proposal budgets follow the DRC Shard Cost policy, other internal guidelines, external donor guidelines and respect the CSOs rule.
Work closely with the Finance Manager and Head of Support Services to ensure inclusion of relevant support costs in new budgets and cost recovery of funding gaps as reported in the country master budget
Provide technical support, trainings and on-job support to finance and non-finance staff

Budget Follow-up

Ensure approved budgets are setup in DRC Dynamics as soon as grants are signed and serve as the main focal point for setting up the Work Breakdown Structure (WBS) for each project in Dynamics according to donor guidelines and budget templates.
Coordination of the resource scheduling work in collaboration with the FO AMs, CO HoSS and Finance Manager directions.
Enforce regular monthly BFU review process, in collaboration with the Grants Coordinator, Head of Program, and Head of Support.
Monitor burn rates and implementation progress and flag grant underperformance and compliance issues to relevant FO AMs, Program Managers, and the Senior Management Team. Support follow-up actions to resolve grant challenges.
Monitor and support the use of management tools such as BFUs for the proper monitoring and the successful implementation of programs and early warning in case of obstacles or challenges.

Donor Reporting and Compliance

Coordinate all reporting for Grants and ensure quality control of reports, coordinating HQ reviews and approvals before submission to the donor. Send out monthly info to team members on all reports due in the coming 60 days.
Ensure that reports to donors are submitted on time; those reports are coherent and accurate (quarterly, interim, or final reports); and that the internal reporting tracker and reporting info are up to date.
Ensure timely delivery of quality donor financial reports, consistently meeting internal and external deadlines.
Ensure compliance with donor rules and regulation through regular reviews and close monitoring. Ensure that any compliance issues are raised to the Finance Manager as soon as they are discovered and propose solution to ensure compliance.
Maintain an up-to-date co-funding analysis and flag gaps as necessary
Ensure all close out documents are in place
Review on a monthly basis the Rolling Action Plan for financial reports due to donors in the coming month.
Update the Annual Performance Indicators for Finance on a monthly basis and submit to Finance Manager and HoSS for review/feedback.

Financial Management

Setup and organize project BFUs in a way that enables Area Managers and budget holders to ensure effective budget monitoring and control
In cooperation with the Finance Manager, proposing and drafting necessary adjustment or rebooking of entries on and ongoing basis
Provide the systematic financial analysis to each HoP & AM on the BFUs on the utilization of the budgets as planned
Liaise with relevant Managers on key financial issues for all programs in the country, including co-funding, financial reporting, key variances, and recommend and support any remedial action required, reporting major issues to the Finance Manager for action.

Team Management

Determine individual and team goals/metrices with direct reports, assess performance, provide regular feedback, and reinforce performance expectations.
Supervise and provide guidance to all direct reports.
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.

Risk Management and Audit

Closely work with project auditors, and any donor verification and manage question or concerns efficiently.
The project audit and verification requirement closely monitored and efficiently managed without challenge.

Partnership Management

Build and strengthen the capacity of partners in the area of financial management. Plan and organize regular trainings and other capacity building initiatives such as exchange visits to ensure that partners/subrecipients acquire and maintain the skills required to manage financial resources provided by DRC and other donors.
Support the financial assessment of new grant proposals and budgets from partners
Carry out the review of quarterly financial reports received from partners – identify, investigate and report
Carry out partner financial monitoring visits during the term of their grants to review supporting documents underpinning financial reports and ensure that these comply with donor (e.g., US Government) requirements
Provide financial and donor compliance training and capacity building for partners as required
Follow up and ensure that partners are reporting on time. Review partner submitted reports and do expenditure verification.

Experience and technical competencies: (include years of experience)

Minimum 10 years proven progressive experience in finance related positions
Minimum 5 years’ experience working for INGOs
Proven experience in working with financial management of projects funded by humanitarian donors (ECHO, OFDA, EHF, UNHCR and other bilateral, commercial and multilateral donors)
Solid knowledge and understanding of financial compliance and procedures
Strong interpersonal and communication skills and the ability to work under pressure
Excellent skills in the use of computers (MS Word, Excel, Power Point);
EDUCATION: (include certificates, licenses, etc.)
University degree or equivalent professional qualification in Finance or Accounts or Business management or related field is required.
LANGUAGE: (indicate fluency level)
Advanced English proficiency required.
Fluency in Amharic required.