Senior Budgeting and Reporting Officer

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. There are 4 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

The IRC Syria program was established in 2007 and is currently operating programs in Jordan and southern Syria with an annual budget of $36 million; approximately $25 million is for southern Syria. The IRC is currently providing humanitarian assistance in southern Syria in the sectors of protection, health and economic recovery and development through partnerships with Syrian NGOs and provision of life-saving relief items.

Job Overview/Summary:

This position will be based in Amman and will assist the focal person for the IRC Syria’s Budget and Grants Management function. This requires a motivated, flexible, problem-solving team-player with excellent analytical, communication skills and the ability to priorities activities and work to tight deadlines.

POSITION OBJECTIVES:

The Senior Budget & Reporting Officer assists the Budget & Reporting Manager by managing the day-to-day budget and grants management function. Under the guidance of the Budget & Reporting Manager, the Senior Budget & Reporting Officer makes sure the budget and grants management issues are immediately attended and that the donor budgets are prepared in accordance to IRC and donor requirements and are submitted on time. In addition, he/she will ensure that grants are fully implemented in compliance to donor regulations and IRC requirements and donor reporting is on time.He or she will develop budget management tools and conduct trainings to improve efficiency and donor reporting and compliance.

Major Responsibilities:

New proposal Development

• The Senior Budget & Reporting Officer will assist the Budget & Reporting Manager for new budget preparations.
• Under the guidance of the Budget & Reporting Manager, conduct a thorough preparation of new budgets and existing grant budget revisions ensuring that all costs are covered and are not under/over budgeted in addition to correct use of the IRC and donor budget formats.
• Work with the Budget & Reporting Manager for monthly Shared Program cost Allocation.
• Develop and keep updated cost analysis for Syria Country program for budgeting purpose
• Update the staff salary mapping, follow up on SPCA table update and propose to FC for review and further approval
  
  

Grant Management & Reporting

• Prepare the monthly Budgets versus Actual reports (BVA) in accordance with the spending and ensure timely distribution to the budget holders
• Review the budget spending and advice relevant staff on spending status and ask for feedback on all over/under spending.
• Prepare and update spending plan for all active grants in conjunction with the appropriate budget holders.
• Review and update the commitments lists from SC, Admin& HR to be included in monthly BvA’s.
• Participate in the monthly Grant review meetings and follow up on the action points based on the comments from the meeting.
• Attend and provide support in all grant opening, review and closing meetings.
• Provide support and feedback to Operations and Program managers for all questions regarding the BVAs.
• In compliance with donor requirements propose and prepare adjustments entries, attaching all supporting documents for finance records and posting into SUN system.
• Prepare the new budget line coding (T2 codes) for each new grant and update in SUN system.
• Assist in preparing Financial Reports for all Donors including but not limited to OFDA, BPRM, UNs grants, ECHO, DFID, SRC and SESAME in addition to corporate and private grants and Ensure the reports are compliance with donor reporting formats and timely submitted as per contractual requirements..
• Provide Technical assistance when required to other IRC Country offices
• Provide analysis of grants spending plan vs. actual spending.
• Provide detailed analysis and tables for long term allocation
• Review PRs and advise charge codes.
• Have a regular, head-to-head meetings with Program Managers to make sure they fully understand the budget and that proper action are been taken)

Staff Training

• Assist The Budget & Reporting Manager in conducting regular training sessions in Amman and other IRC field offices on Budget Management and donor regulations to Program, Operations and Finance staff.

Key Working Relationships:

Position Reports to:Budget and Reporting Manager

Position directly supervises:-

Indirect Reporting: -

Internal:

The Budget & Reporting Manager, Finance Controller, Grants Department, as well other Finance, Program and support unit staff.

EXTERNAL:

External to the Country Office: The Sr. Regional Controller, UK Office, IRC’s Program Field Coordinators and Program & Finance staff in other IRC offices managed through IRC Syria office.

• A Bachelor’s degree in Accounting, Business Administration, Commerce or Finance, or equivalent technical training certificate in Accounting. Minimum of four (4) years of accounting experience, including two (2) years with NGOs.

Experience:

• Working experience on budget preparation, budget management and financial reports. Dealing with UNHCR Budget, spending follow up, and UNHCR financial reports preparation. This job requires strong analytical skills to be able to make logical and strategic budget decision.

Skills and Abilities:

• Must be able to function comfortably in loosely structured but complex work environment, working and prioritizing multiple tasks. Able to communicate effectively (written and verbal) in English. Good supervisory, time management and interpersonal skills. Excellent computer skills and using Microsoft office, Excel skills is mandatory. Must be able to work under minimal supervision