Finance Coordinator

Purpose:

The Finance Coordinator (FC) is responsible for ensuring the effective management of all financial activities related to the project partners’ (grantees and sub-grantees) within the WfWI-Iraq country office, in accordance with established WfWI policies and procedures, local fiscal and statutory regulations, and donor requirements. The position works closely with the WfWI-GSC Finance and Grants Management teams on all financial and compliance matters. 

Engagement:

 This position coordinates with the project manager, grants manager and the rest of the finance and project teams on all financial aspects of the project including:

• The preparation of annual budgets, monthly forecasts and financial reports.
• Facilitate the timely processing of all grant and sub-grant payments.
• Take part in preparing Grant management coversheets, spending plan analysis to be shared with the GSC teams prior to Iraq specific Grant and budget management meetings.
• In coordination with FLM, Global Finance team, take part in preparing Country annual budgets, project proposal budgets.
• Oversee the conducting of internal and external audits in compliance with internal auditing and government reporting schedules for partners.
• Participate in overall Country strategy development and annual operational planning and budgeting of the country office ensuring the project commitments and subgrants are accurately reflected in the annual operational and budget plans.
• Work with relevant finance and program teams on partner mapping exercises and maintain an up to date records of partnership mapping related to finance function.
• Work with relevant program staff to ensure all WWI subgrantees and partners across Iraq undergo due diligence checks, partnership assessments, legal vetting, and capacity assessment prior to commencing work with WFWI, are engaged with appropriate agreements and effective monitoring systems are in place so that partner delivery meets donor expectations and requirements.

 

Delivery: 

• Responsible for the timely and accurate monthly financial reporting, including standard financial statements and accompanying schedules and grant level reporting for the partners.
• Leads on preparing budget v.s actual analysis and shares with the project and grants managers.
• Implement, monitor, and evaluate internal controls and compliance procedures for the partners.
• Lead on budget preparation, analysis, and forecasting; and ensure program budget and budget projections are timely and accurately reflected in institutional system in relation to the subgrants.
• Take part in Country Office budget preparation for donor budgets in line with donor requirements and WFWI’s internal budgeting tools.
• Prepare donor grant financial reports in collaboration with GSC teams related to subgrants.
• Manage partners’ cash flow, including timely fund requests to GSC. Oversee the management of the country office petty cash funds and bank accounts, including monthly reconciliation related to partners to be integrated in the overall CO cash flow.
• Train staff on financial management policies and procedures and budget coding guidelines for the grants and projects for use on timesheets and coding of payment vouchers.
• Review all payment transactions to ensure completeness and accuracy of supporting documentation and budget coding prior to conversion in Intacct; ensure authorization levels are respected in the approval of payments prior to fund disbursements.
• Ensure that Annual Audit is carried out in a timely manner as required by the organization for WFWI subgrantees.
• Ensure that the internal control procedures and donor regulations are followed for all cash disbursements, receipts, transfers and include appropriate backup for US Single Audit compliance for all the subgrantees.
• Ensure timely and correct submission of all sub-grantee financial reports in accordance with sub-grant agreements and review reports and supporting documentation for reasonableness.
• Manage all grantee audits as appropriate.
• Ensure that the subgrantees process the monthly payments to staff and tax authorities according to established procedures in the subgrating contracts and per donor requirements.
• Ensure partner assessments for their Finance and Logistics is done based on WFWI partnership tools and guidelines.
• Provide technical assistance to grantees/sub-grantees in terms of accounting, financial management, and systems of internal control to ensure compliance with US Government and other donor rules and regulations.
• Conduct finance and compliance training/mentoring for grantee/sub-grantee finance staff, including orientation for new hires and making visits to their offices.
• Supervise direct reports in line with WfWI’s performance management framework, including the setting of annual performance objectives, annual performance appraisal and regular 1:1 meeting regarding progress throughout the year.
• Provide coaching, mentoring and on-the-job training to staff under her/his supervision.

Partnerships:

• Ensure all partner grant management tasks/processes follow WfWI’s Sub-granting Management Policy, including agreed sign-off procedures.
• Work with program and finance staff to ensure relevant donor requirements are effectively communicated and understood by local partners.
• Works with partner organizations to maximize local capacity in the area of financial reporting, finance related policies and procedures, and proper supporting documents.
• Ensure the proper allocation of funds for grant-related expenses in coordination with the finance and program team.
• Ensure that all the financial reports are approved for the correctness of the conducted activities by the authorized WFWI program managers before proceeding the payments as per the subgrant contracts.
• Compile monthly, quarterly, and annual financial reports on the progress of program implementation as required.
• Maintain accurate and up-to-date subgrant management documents necessary to the finance. Ensuring that all contracts and amendments with donors are shared by the Grants management and accessible on One Drive and that they are an accurate reflection of current grant status at all times to follow them and use them as supporting documents for the financial reporting.
• Ensure that all adequate attachments necessary to finance function appear on a shared folder and are retained as part of the subgrants audit trail.

 

Capacity Building:

• Takes the lead in designing and conducting training for WFWI staff and partner organizations.

• Carry out orientations and staff trainings for subgrant financial reports, policy and procedures, donor requirements etc.

 

All our staff are required to adhere to WfWI’s Code of Conduct and Safeguarding policies and to our organizational values: Empowerment, Integrity, Respect, Resilience.

 

Skills and Qualifications:

• Education: Bachelor’s degree or post-graduate qualification in finance, accounting or business management or in a relevant field is required.
• Years of experience: 4-5 years of work experience in relevant fields, preferably within INGOs sector and at least 2 years’ of supervisory experience in the field of Accounting or Finance preferably in the NGO sector.
• Experience in managing sub-grantees: at least 2 years’ of experience in dealing with Iraq civil society organizations in the field of Accounting or Finance in the NGO sector, including building their financial management capacity
• Experience in preparing donor budgets in an NGO environment with at least two major donors.
• Excellent computer skills including spreadsheet, database, word processing, presentation, and email applications.
• Experience in Logistics is highly desirable as the FC occasionally might cover the absence of the finance and logistics manager.
• Proficiency in Sage Intacct is an added advantage.
• Highly organized and detail-oriented with strong analytical and problem-solving abilities.
• Ability to handle confidential and sensitive information with discretion is required.
• Ability to work independently, prioritize tasks, meet deadlines and to take initiative.
• Excellent written and verbal English, Kurdish and Arabic skills.
• Ability to have flexible work schedule which may include early mornings, evenings and weekends. May be required to occasionally work beyond normally scheduled hours.
• Ability and willingness to travel around the country as required.
• Commitment to and respect for Women for Women International’s mission and values.

 Physical Demands:

• Long hours work on the laptop.
• Sitting during long drives while travelling to other field locations

 

Interested candidates must submit an updated CV to: erbiljobs@womenforwomen.org with mentioning Finance Coordinator in the Subject line.

Application deadline: July 20, 2024

Female applicants are highly encouraged for this position.

Only motivated applications that meet the required qualifications will be contacted.

* CV’s shared via links or sent with the wrong subject lines will not be considered.

 

*Please note that contract for this vacancy will be issued upon securing the donor agreement.