Scope of Work
The EVD Response Financial Controller will be responsible for supporting and monitoring $25million Ebola Virus Disease Response grants including: analysis of spending and forecasts, cash flow projections, control and processing of budget realignments, preparation of donor and internal management reports and field monitoring of activities. It is expected that this post will spend approximately 40% of their time in the field offices and field areas where the programs are being implemented.
The EVD Response Financial Controller will report to the EVD Response Director and will work closely with EVD Response Field Offices and Sector Coordinators and Country Office Financial Controller. The post is part of the EVD Response SMT and will support EVD Response Director to set strategy, develop and enforce responsive policies, and manage emergency grants operating in four field offices, two sub-offices and over 250 staff.
Strategic Planning & Analysis
•Provides financial information which supports the EVD Response Director and SMT in making business decisions in line with IRC, Regional & Country Program strategies
•Provides strategic analysis on the overall financial health of the EVD response program to the EVD Response Director and SMT
a)Ensures that all policies and procedures are in compliance with IRC and funding source policies, procedures, and requirements.
b)Support the development and roll-out of new policies and procedures related to the EVD Response.
c)As required, in coordination with the Country Office Finance Controller, establishes finance and supporting function policies, systems and procedures, and directs or performs their development, documentation, and implementation.
d)Manages EVD Response finance department activities and schedules to meet the financial reporting requirements and deadlines specified by DRC Country Office, New York and donors.
e)Identify requirements for and develop reporting formats to aid in the management of response operations and grant expenditures.
f)Ensure that monthly balance sheet reconciliations are completed on a timely basis and those final reconciliations and trial balances are reviewed with the EVD Response Director and the Counrty Office Finance controller.
g)Closely monitors all financial activities, and keeps the EVD Response Director appraised of and advised on all situations which have the potential for a negative impact on internal controls or financial performance.
h)Directs the preparation of, and approves all donor financial reports in respect to accounting, legal and contractual requirements and ensures the review of such reports by the EVD Response Director, Country Office Finance Controller and Regional Controller prior to submission.
i)In coordination with the Country Office finance Controller, develops, schedules and performs or supervises the completion of country internal control audits, and initiates actions necessary to correct internal control weaknesses.
j)Facilitates and co-ordinates EVD response donor audits
k)Oversees the protection of the EVD Response’s assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures.
l)Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.
m)Is the principal liaison with Country Office Finance , NY Finance on all finance, accounting, grant budget management, and cash management matters
Grant Management and Reporting
a)Oversee preparation and maintenance of the EVD Response Budget to ensure data is complete and maintained on a timely basis.
b)On a monthly basis review all EVD Response online Budget Versus Actual expenditure report and send this out to all relevant staff o. The expenditure report should include a brief commentary on matters arising as identified from the report.
c)Act as one of the online BvA System administrator. Coordinate with Helpdesks if there are issues with the online system.
d)Closely monitor the balances of commitments on the online BVA and ensure that long outstanding balances are cleared.
e)Work with Program staff to prepare grant budgets to support new proposals or realignments. Ensure adequate coverage of country operating costs and NY direct and indirect costs.
f)In coordination with Program staff prepare and regularly update spending plan.
g)Preparation of adjusting journal entries to reallocate/recode expenses and other charges
h)Working with field and program coordinators to help them develop more accurate cash forecasts.
i)Review and consolidate monthly cash request and expense projection. Analyze differences of the projections and actual spending.
j)Work with the grants unit to ensure that all donor related information is disseminated to program, finance and logistics staff to enable them abide by donor rules and regulations
k)In conjunction with EVD Response Director, Deputy Field Director, Sector and Field Coordinators and Country Office Financial Controller develop field monitoring review work plan and schedule.
l)Regular conduct field monitoring visit of sites or offices selected during planning stage and randomly selected.
m)Preparation of field visit reports for review by the EVD Response Director which identify key issues and provide recommendations for improving control processes or procedures
n)Reviews of controls and monitoring of compliance with established procedures.
o)Coordinate with Grants Coordinator review of sub-grants financial report.
p)Coordinating and monitoring submission of sub-grants ATC forms and T7 requests.
q)Support/train Sector Coordinators and Management in budget management and field monitoring and review.
r) Providing input to Purchase Request approvals to ensure commitments are considered before further purchases approved
s)Liaising with logistics/procurement regarding purchase request, commitment and other issues.
t)Review of financial data submitted by the field to identify weaknesses or problems being encountered by field finance staff and recommend corrective action.
u)Supervising or performing all balance sheet account reconciliation’s on a timely basis.
v)Ensuring differences or discrepancies are brought to the attention of the Country Office Finance Manager and that appropriate action is taken.
w)Supervision of the processing of bank and cash transactions.
x)Ensuring internal control procedures are followed for all cash disbursements, receipts and transfers
y)Preparation or oversight of the preparation of the cash accounting worksheet
z)Liaison with bank officials to resolve problems or facilitate improved service
aa)Assisting in or reviewing physical inventory counts and ensuring proper valuation and accounting for inventory or supply items.
bb)Preparation of the necessary related accounting entries including salary allocations
cc)The review of and accounting for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments
dd)Providing input to Purchase Request approvals to ensure commitments are considered before further purchases approved
ee)Consolidation of cash forecasts and assist in preparation of cash transfer request for EVD Response.
ff)Monitoring cash usage and requirements and advises the Country Office Financial Controller of possible unusual activity or requirements.
gg)Working with field office and sector coordinators to help them develop more accurate cash forecasts.
Training and Staff Management
a)Supervises the performance and work of two Finance Managers based at field sites.
b)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.
c)Maintains current job descriptions for all positions within the finance group.
d)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.
e)Oversees training and technical support to country program, logistics and administrative staff for skills improvement in the areas of accounting, reporting and internal control.
KEY WORKING RELATIONSHIPS
EVD Response Deputy Field Director, EVD Response senior management team, Country Office Financial Controller and others.
External to the Country Office: Regional Controller
External to IRC: Donors and local government staff (taxation and regulation related), External Auditors.