Finance Coordinator

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Description

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Under the supervision of the Finance Manager, the Finance Coordinator will be the finance focal point for budgeting & Financial Reporting and Master Budget preparation and monitoring. The position will in addition give backstopping support to the accounting component of the department as need arises. The Finance Coordinator ensures compliance with donor regulations as well as DRC internal policies and procedures and provides support to the program management teams as require.

Responsibilities

Budgeting:

• The Finance Coordinator will in liaison with the Support and program functions heads and Area managers prepare annual Master budget. The Master Budget shall be updated on regular basis with changes that occur during the year.
• On regular basis monitor Master Budget coverage through gap analysis and alert CO and AO management for appropriate decision.
• In liaison with the relevant stakeholders coordinate preparation of donor proposal budgets as well as budget revision and budget modification and set up in ERP Dynamics.
• Ensure that the budgeting template (internal or external) are correctly populated and cleared by the finance Manager, and Management team prior to submission to the business controller for review and clearance at HQ level before submission to the donor. In any donor proposal budget, the support costs budget must be donor in accordance with the gap analysis and in consultation with the Finance Manager and/or Head of Support service.
• Ensure that the co funding requirement is properly filled at budgeting stage and also complete the co funding set up alongside with the approved budget set up in the system dynamics.
• Provide training, if necessary, on the budgeting tools in collaboration with the finance Manager for continuous improvement on the budgeting by the budget holders.

Financial Reporting and Budget Monitoring

• Ensure preparation of donor financial reports including all financial annexes associated each report for in country management team review and clearance with HQ and timely submission to the respective donors, ensuring quality of the reports.
• Provide monthly management reports which will include expenditures by project, sub grantee or Partners’ reporting and other financial information, in a timely and accurate manner and any other report as requested by DRC Country Director, Head of Support Services, Finance Manager, Regional Office, HQ etc.,
• Ensuring all reports adhere to accounting standards, rules, regulations, local filing requirements and accounting best practices.
• Review and monitor partners’ financial reporting and compliance. Provide additional technical assistance to partners as necessary to maintain high standards of compliance.
• Provide inputs for Results Contracts.
• Prepare weekly and monthly BFUs and monitor closely the committed costs and pending transactions for each active project, attend BFU meetings and facilitate finance related action points are executed.
• In collaboration with the finance manager and audit and compliance coordinator, support the preparation and successful conclusion of internal and external auditing activities pertaining to the Activity and respond to audit requests on a timely fashion and ensure appropriate corrective actions are taken to audit findings.
• Monitor closely the co funding requirement for all grants and ensure timely mapping of the co funding. Update the Finance Manager on monthly basis on the co-funding requirement fulfillments.

Accounting / Finance – Backstopping

• Oversee and manage daily accounting and finance functions including the timely recording of transactions, cash management, banking, payroll, receivables, payables, and timely submission through DRC Dynamics to HQ.
• Review unsettled transactions in DRC Dynamics on a monthly basis and advise area offices and country finance staff on the best way to manage the outstanding transactions.
• Maintain banking relations and plan/monitor country cash flow requirements to ensure the smooth implementation of DRC programs.
• With the support of Country finance staff monitor regularly the cash floats in area offices and ensure adequate cash is in hand to support the program requirements.
• Coordinate with country Finance staff to organize & submit Finance supporting documents (Scanned and hard copies) in relevant archives (One drive/Share point etc.,) according to DRC Somalia/RO/HQ requirements.
• Coordinate with Finance/HR staff to ensure timely payment of staff salaries.
• Train Finance Staff on DRC Dynamics finance functionalities.
• Support the role out of DRC Dynamics functionalities, identify gaps in area offices and prepare training plan for area finance staff.

Others

• Participate in grant kick-off and close-up meetings and prepare the required finance input
• Support & supervises, audits (in-country, external), coordinate with area offices/RO/HQ to compile documents required by the auditors. If required coordinate with the auditors (based on request of the RO Compliant Specialist) on audit process.
• Develop technical skills of finance staff and program team through on-job technical advice/trainings on Budgeting, Reporting and other finance duties when a gap is identified.
• With support of Country Finance Specialists, perform regular internal Financial Reviews (As per DRC Operations Handbook) and reviews as required to ensure compliance with DRC and donor requirements. Audits to be conducted on quarterly basis for all area/field offices and reports submitted to Finance Manager
• Monitor systems for financial operations in both the main programme offices and in field offices in accordance with the DRC Operations handbook, Field Finance Manual and donor regulations, including systems for cash flow management, budgeting, consolidation of accounting information, internal controls, financial reporting & financial record-keeping.      
• Follow up on new procedures and guidelines designated in circulars from Country Director/HOSS/Finance Manager/Regional Office and HQ.
• Support Finance Manager to identify the gaps in Finance policies to Develop local office policies and procedures and provide training for all issues related to local financial matters.
• The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs and the finance responsibilities Matrix but will remain in line with the overall purpose of the role.

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Qualifications and Experience

• At least five year’s work experience in the field of finance/accounting/ in an NGO or the commercial sector NGO or UN experience is preferred.
• University degree in Finance/Accounting/Commerce/Business Administration, Professional Accounting qualification such as CPA or ACCA.
• Experience in preparation of Donor budget and reporting for ECHO/EU/Danida/SIDA/USAID/EU/UN donors
• Hands-on experience/skills in MS Excel (experience in working with formulas)

Source: https://job.drc.ngo/jobs/job?id=170647

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