Senior Finance Manager at International Rescue Committee

International Rescue Committee

Position: Senior Finance Manager

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Posted date: 1 month ago

Deadline: Submition date is over

Job Description

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview:

Under direct supervision of the Director of Finance, the Senior Finance Manager will be responsible for the overall financial management of the grants/contract. The position is mainly expected to coordinate project implementation support, donor report preparation, budget management and monitoring, and verifying field and Addis’s expenditures against donor restrictions and compliances. In addition, the position holder is responsible for staff training and capacity building, risk management, auditing, and program support. Furthermore, he/she will also be accountable for any other grants management and operational activities as assigned.

Major Responsibilities:

Compliances – Donors, governments, and IRC policies and procedures

General:

• Ensure donor, IRC, and gov’t policies and procedures are effectively and efficiently applied on assigned grants through on-time preparation of monthly, quarterly, interim, and final quality donor reports and submitted to the donor after completing the internal review process with HQ with high standards. The gov’t report is monitored jointly with the field finance manager and each report is submitted to the respective gov’t office without delay. Partnership agreement and IRC PEERS policy and procedures are well exercised and implemented in the management of subgrantees and oversee document verification conducted and follow-up fund transfer from the donor to partners. Receivables are strongly and closely monitored for timely collection.

Specific:

• Check all requirements are ensured through transactional compliance and data reconciliation during each report preparation.
• Every wrong expenditure is corrected and adjusting entries are prepared and approved by the supervisor and then posted in the system up 30th of every month before the final report is shared with HQ for review.
• Error-free monthly, quarterly, and final donor and gov’t reports submitted to the donor gov’t respectively before the due date.
• Oversee fund transfers from the donor timely collected and ensure you update the monthly cash transfer tracking on the box up to the 30th of every month.
• Establishes finance and supporting function policies, systems, and procedures, as required.
• Follow up on donors' reporting schedule and ensure timely report submission to HQ and the donor.
• Assets are tracked from the SUN system and reconciled against the SC report every quarter and maintained file for this.
• Ensures balance sheet reconciliations are reviewed while preparing reports.
• Maintain current local gov’t requirements related to financial matters and ensure compliance with tax and other legal requirements.
• Closely monitors all financial activities and keeps the finance controller advised of all situations that have the potential for a negative impact on internal controls or financial performance.
• Others

Budget management and monitoring

General:

• Ensure effective budget management through monthly BVA, spending plan, compliance review, and constructive feedback shared with respective units every month. Make sure the spending plan is prepared and uploaded on the online BVA for each grant and the monthly BVA report analysis report measures the spending plan against actual in addition to donor and gov’t compliance review. Actively participate in project management meetings and provide constructive feedback so that accurate and timely information is available for decision-makers to make an informed decision. New proposals and budget revisions are properly reviewed according to IRC, donor, and Gov’t requirements within given deadlines and live on the online BVA.

Specific:

• New budget proposal reviewed within 2 days of receipt.
• Review personnel budget spending and provide timely impute for Monthly salary map allocation for effective budget utilization and keep donor compliance. Ensure the spending plan is uploaded on the online BVA before spending.
• Grant monitoring is maintained through a review of budget utilization and participation in budget revisions.
• New Budget/ realignment/ are made available online within two working days of maximums.
• The monthly BVA report is analyzed as soon as the monthly SUN actual is synchronized which is before the 25th of every month. the end date reached by doing spending and flagged major issues with respective staff to maintain donor compliance and effective budget utilization.
• Ensure BVA adjustments are posted on the 1st round and proposed recoding shared with the supervisor for approval up to the 30th of every month. Field finance staff are aware of grants & compliance-related issues.
• Updated grant files are maintained for easy reference.
• Others

Staff training and capacity building

General:

• Ensures staff under supervision are well-capacitated through on-the-job training. Performance management activity established timely to conversant with operational procedures and policies. Build the capacity of all staff but encourage female staff in their career development. Also, conduct comprehensive and constructive performance reviews objectively and timely and facilitate discussion of performance and career options with staff under supervision. Regular 1 to 1 meetings are conducted at least 2 hours per month and improvement areas are identified for effective staff development. Encourage and motivate staff to deliver the tasks.

Specific:

• Staff performance review conducted through 1 to 1 meeting,
• Weekly task plan reviewed and required feedback in formal communication.
• Staff capacity is enhanced by identifying gaps through on-the-job training that helps to deliver at their full capacity and under minimum supervision.
• The annual leave plan is effectively managed and utilized without any gaps in the workplace.
• Constructive 1 to 1 meeting is conducted and documented per HR guidelines.
• Others

Risk Management and Audit

General:

• Ensure Statutory taxes (PIT, Pension, Withholding, etc) to the government are paid timely. VAT payments are regularly tracked and reported to USAID and the refunds accordingly. Closely work with project auditors, IRC internal auditors, and any donor verification and manage questions or concerns efficiently. Make sure the exchange rate applied on the donor report is compliant. Ensure balance sheet accounts are closely monitored and corrective actions are completed before the final report. Ensure the IRC, donor, and gov’t rules and regulations are applied in the day-to-day activities.

Specific:

• The monthly VAT report and related compliance requirements are managed efficiently.
• All balance sheet accounts cleared timely before grant closure.
• The FY audit and verification reports did not bring significant findings.
• The monthly Statutory taxes and related requirements are managed before the due date.
• The project audit and verification requirements are closely monitored and efficiently managed without challenge.
• The exchange rate is effectively applied as per donor and IRC requirements.
• Others.

Program support – Client-focused service delivery

General:

• Strengthen field office management and controls. The field finance and non-finance staff are aware of IRC, donor, and gov’t regulations while you are reviewing documents and providing financial advice and training when required in consultation with the supervisor. Ensure all departments are supported by finance with integrity and high standards and organization resources are managed as per agreed policies and procedures. Address field office requests with priority and timely. Conduct site visits and support the team on the ground in consultation with the supervisor. Make sure BVA report analysis and respective procedures are well understood by users. Also, make sure the spending plan concept, budget management, and BVA clean-ups are understood and exercised as per the required standards. Envisage the big picture, pay attention to details, and focus on quality services.

Specific:

• The field office finance team is well-capacitated in every piece of advice we provide and ensures every support request is addressed timely per expected standard.
• Every compliance related to assigned grants is effectively managed by the field finance manager without any gap.
• The shared monthly BVA analysis and respective notes are well understood by users and anticipated results are achieved.
• The day-to-day activities are performed in line with IRC, donor, and gov’t regulations with smooth, conducive, and integrity working interaction.
• The monthly Spending plan and related analysis are well understood by all the focal points.
• Training is provided for finance and non-finance staff when required in consultation with a supervisor.
• All respective points are aware of donor rules and regulations.
• Online BVA functions especially BVA clean-up are performed effectively without any challenge.
• Other.

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC [team/office]
• Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and promote IRC values and adherence to IRC policies.

Qualifications

Job Requirements:

Education:

• Bachelor’s degree in Accounting, Business Administration, Commerce, or Finance or Master's degree.

Experience:

• Minimum 4 years of relevant experience for BA holders and 3 years for Master holders.
• Proven progress of experience in the financial management of different donors in an NGO setting.
• Experience in managing commercial contracts of the US, foundations, and European grants will be an added advantage.

Preferred experience & skills:

• Good written and verbal skills in the English language.
• Ability to work under pressure.
• Self-motivated, energetic, honest, highly responsible, and punctual.
• Proactive in seeking to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions.
• Ability to work as part of a team as well as to work autonomously when required.
•  Ability to use computer and Microsoft applications especially good knowledge of Excel
• Committed to staff training and development
• Language Skills: Excellent English writing and speaking skills are mandatory.

IRC is an equal employment opportunity employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, or disability.

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.