Senior Finance Coordinator at International Rescue Committee


HMIS Officer at International Rescue Committee

The IRC began operations in Chad in 2004 to respond to the humanitarian crisis caused by the influx of refugees from Darfur to eastern Chad, with an intervention in the Ourure Cassoni refugee camp. Assistance to Sudanese refugees has now extended to the management of ten camps in the east and one camp in the west with assistance to refugees and local communities in health, nutrition and water, hygiene and sanitation.

In 2012, to respond to drought and food insecurity, IRC extended its geographic coverage in the Guéra region. IRC is currently working in three health districts, Mongo, Mangalmé and Melfi, and provides services for the prevention and treatment of malnutrition to the local population.

In May 2016, IRC opened an office in the Lake region to respond to the Boko Haram crisis The IRC implements assistance projects in the areas of health, nutrition as well as the protection and response to Based Violence on Gender.

IRC Chad is committed in its 2015-2020 strategic action plan to continue providing essential humanitarian services in health, nutrition and protection / GBV, while improving economic well-being and strengthening the resilience of beneficiaries, especially women and girls. IRC Chad will continue to work with and closely support state actors / line ministries in key areas so that IRC actions are integrated into national policies to ensure better ownership of actions undertaken.

Job overview

The Senior Finance Coordinator assists the Deputy Director, Finance (DDF) in the management of the finance department, including the internal Control, controllership, training and staff management, audit and Compliance, Budgeting etc.…

Main responsibilities

The Senior Finance Coordinator has overall policy and management responsibility for the finance and accounting functions for the country program. The Deputy Finance Controller’s responsibilities include general controllership, staff training, partnership management, treasury, budget functions.

Controllership

• As required advise the Deputy Director, Finance to establish and strengthen in country finance procedures to supplement global policies.

• Coordinate the finance department activities and schedules to meet the financial reporting requirements and deadlines specified by New York and donors. (Donors reports and month end SAF file). Make sure all month end required journals are reviewed and approved before posting and shared the back with the regional controller when the SAF file is load.

• Work closely with the grants coordinator and programs to ensure partners management complies with the PEERs manual (selection, capacity building, reporting and monitoring and verifications and the working group etc.)

• Work closely with grants coordinator and supply chain coordinator and identify requirements and develop reporting and monitoring formats to aid in the management of country operations and grant expenditures.

• Provides country management and program staff with monthly actual-to-budget expenditure reports and analysis for all grants and Unrestricted funds.

• Ensure that monthly balance sheet reconciliations are completed on a timely basis and those final reconciliations and trial balances are reviewed with the Deputy Director, Finance.

• Closely monitors all financial activities, and keeps the Deputy Director, Finance advised of all situations which have the potential for a negative impact on internal controls or financial performance.

• Prepare and direct the preparation of donor financial reports in respect to accounting, legal and contractual requirements and ensures the review of such reports by the Deputy Director, Finance and Regional Controller prior to submission.

• Develops, schedules, and performs or supervises the completion of country internal control audits, and initiates actions necessary to correct internal control weaknesses.

• Oversees the protection of the country’s assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures and spot checks.

• Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements through payroll and all other payments.

• Serve as the secondary liaison with IRC NY after the Deputy Director, Finance on all finance, accounting, grant budget management, and cash management matters.

Accounts Payable

• Perform financial review of Purchase Requests (PRs) ensuring correctness of coding, availability of funds.

• Perform financial review of Bid Analysis and other Procurement Documents; to ensure conformity with IRC policies and procedures as well as donor regulations.

• Perform financial review of Payments Requests; ensure adequacy of supporting documentation and compliance with IRC policies and procedures.

• Perform financial review of Travel Authorization, Advances ensuring compliance with IRC policies and procedures.

Training & Staff Management

• Develops and implements a training program for the country’s international and national finance staff to ensure staff development and minimize IRC’s exposure when staff are absent or depart.

• Maintains current job descriptions for all positions within the finance group.

• Ensures comprehensive and constructive performance reviews are completed on a timely basis and facilitates discussion of performance and career options with all country finance staff.

• Oversees training and technical support to country program, logistics and administrative staff for skills improvement in the areas of accounting, reporting and internal control.

Treasury

• Review internal controls and disbursement processes to ensure proper management of cash and bank accounts.

• Review safeguards for cash and cheques kept in the office; ensure controlled access, security, and safety.

• Ensure that cash received including incoming funds transfers are receipted and accurately recorded.

• Perform bi-weekly and monthly cash counts and reconciliations; address any differences.

• Review cash projection submitted by field office and ensured timely cash transfer to the field

• Supervises all country office bank relations and bank account activities including negotiation of fees, interest, and currency exchange rates.

• In compliance with IRC policy establishes country policies regarding cash holding limits, cash movements and foreign currency holdings.

• Oversees the timely preparation, review and approval of all monthly bank account and cash reconciliations for all sites and inform the Deputy Director, Finance immediately on any difference.

• Establishes country policies on advance payments, credit terms, and use of bank payment instruments.

• Designs, implements, and monitors systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered and which obligate IRC to future spending.

• Advise the Deputy Director, Finance on the Cash Transfer Requests to New York and ensure fields office Cash Transfer Requests are done on time and appropriate balances are maintained to facilitate grant implementation.

• Ensures the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses.

• Assist the Deputy Director, Finance in the supervision and the collection of contractual and other receivables.

Budget

• Assists with the preparation and revision of program and grant proposals and budgets.

• Assists in the preparation and maintenance of the country’s Operating Budget; including preparation of budget guidelines to assist program managers in formulating budgets.

• In compliance with donor requirements and IRC policy develops the “Field Operations/Overhead” budget and follow the methodology for allocation of overhead to grant budgets to cover programs operational needs.

• Working with program staff to prepare grant budgets to support on realignments to ensure adequate coverage of operating costs and NY direct and indirect costs.

• Monthly review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.

• Provide oversight of active grant spending against budget to ensure expenditure is on target and variances/reclassifications are minimized.

• Prepare or review adjustment journals for correcting coding errors, reclassifications etc.

• Participate in Grants Opening/Review closing and monthly BVA review meetings.

• Follow up and provide feedback to operations and program staff on action points from the previous BVA meetings and propose adjustment journals required for all BVA and financial reports in compliance with donor’s regulations

• Ensure forecast are updated for grants and prepare analysis with actuals to show variance and area of improvement.

Donor Reports

• Preparation and consolidation of grant financial reports and submit for Deputy Director, Finance review.

• Analysis of Partnership budget versus actual results to identify problems in accounting or compliance.

• Identification of procedural or training issues to be addressed to improve the quality of data reporting. Regularly update the Deputy Director, Finance or issues that needs to address on Partners financials reports.

• Ensure timely submission of financial reports, including asset, and that all deadlines are communicated to donors in a timely manner. Proactively liaise with the project the project manager or Budget Coordinator/donor if deadlines cannot be met.

Other Duties

• Contribute to the overall proper functioning of the Finance department by taking on any other duties assigned by supervisor.

• Contribute to the overall improvement of the financial and accounting system in IRC Chad by providing recommendation to supervisor for consideration on specific areas that could be improved.

• Schedule and coordinate weekly finance meeting including field finance and disseminate minutes and actions with the finance staff.

• Provide support to the challenges and assistance needed to run the finance department weekly task from the meetings.

• Coordinates communicate between IRC grants, program, and sub grantees

• In collaboration with the Grant unit/ Project manager convene regular partners’ coordination meeting

• Document and share minutes of partners’ coordination meetings, follow up with partners on action points agreed in the coordination meeting

• Work and maintain regular communication with sector coordinators for Program integration through implementation of projects involving partners

• Contribute to teamwork and team play.

• Step in to cover any of the Deputy Director, Finance

Key working relationships

• Position reports to: Deputy Director, Finance

Positions under direct supervision: Audit & Compliance Coordinator, Accounting Coordinator, Field Finance Managers

• Indirect reporting: NA

• Other Internal and/or external contacts

• Internal: Programmes, Operations and Grants teams

• External: partners, lnternational and national NGOs, UN agencies

Job requirement

Education

• Bachelor’s Degree or master’s in accounting, Commerce or Business Studies.

• Qualification in Professional Accountancy will be an added advantage

Experience

• Minimum 5 years’ experience in a busy finance department with an International NGO.

• Experienced working with computerized accounting is required, SUN accounting preferable.

Skills and Abilities

• Able to work with limited supervision, be flexible and comfortable in a multi-cultural work force

• Excellent interpersonal, organizational, and time management skills with the ability to organize tasks simultaneously and prioritize work.

• Advanced proficiency in Microsoft Windows, Word, Excel, Access, and Microsoft Outlook

• Must be detail-oriented

• Strong oral and written communication skills

• Honest, reliable, and trustworthy

• Fluency in spoken and written English and French

• Ability to work under pressure.

• Ability to maintain the highest degree of discretion and confidentiality

• Willing to adhere to and carry out the IRC rules.

• Must be able to handle large workload effectively

• Thorough knowledge of Chad labor laws and practices

Mandatory

• Committed to the mission and principles of the International Rescue Committee.

• Operational management – understand IRC policies and systems and applies them effectively.

• Applies effective utilization of resources.

• Program Management – Proficiency in project planning, implementation, and monitoring.

• The ability to work within a team environment.

• Ability to work with all grades of staff.

• The ability to identify issues, problems, and opportunities early and informs line manager.

• Results driven – ensures goals, objectives and deadlines are met.

• Role model – Builds effective work practices through role model.

• Respectful both within the organisation and with external interactions.

• Self-Management – The ability to adapt and learn, accept constructive criticism and instructions from superiors.

• Can communicate effectively both verbally and in written communication across all departments.

• Lives up to commitments and works towards the aims of the organisation, showing consistency.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Equality 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

How to apply

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/33299?c=rescue

 

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