Finance and Contract Coordinator

Major Responsibilities

EQUAL project (80%):

EQUAL Grant and Budget Management

• Review, track, and analyze expenditures for the EQUAL project from the technical unit, EQUAL country programs and partner institutions

• Hold knowledge base of DFID contract rules and regulations and advise other team members on compliance

• Ensure project expenses are reasonable, allocable, and prudent and spent in accordance with the donor’s rules and regulations

• Create accurate forecasts and manage expenses according to spending plans

• In close collaboration with the Research Program Manager, liaise with partner institutions regarding any deviations or concerns in spending

• Work closely with regional/ global team to ensure all IRC EQUAL project budget monitoring, payments and booking of expenses by providing monthly budget versus actual reports to budget holders and in country programs

• Work with relevant country finance managers, health technical unit and headquarters-based finance staff to ensure accuracy of the EQUAL financial reports and promptly identify and advise the CEO of EQUAL and applicable country program grant leads on areas of concern

• Coordinate approval of agreements, amendments, cost extensions and no-cost extensions

• Manage contract and subcontract revisions

• Identify and manage all financial, grants management, sub-grant awards and operational risks in collaboration with relevant country and technical unit staff

• Support EQUAL country programs (Somalia, South Sudan, DRC, and Nigeria) in preparing, reviewing and modifying EQUAL related memoranda of understanding and sub-grant agreements as needed and ensures DFID terms and conditions are met

• Review financial controls and liaise with relevant country program leads to update policies and procedures as needed

• Build capacity of local partners in grant and budget management, including travel to locations of implementation to provide trainings and on-going support

  EQUAL Donor Reporting and Compliance

• Develop guidance, templates, and toolkits to ensure timely submission of narrative and financial donor reports

• Ensure that partners’ responsibilities for donor compliance are tracked and evaluated

• Liaise with country programs and partner institutions to prepare and submit high quality programmatic and financial reports by IRC EQUAL countries/partners and IRC global

• Manage OTIS (Opportunity Tracking Information System) workflow for EQUAL agreements, amendments and reporting

• Assist in donor relations, participate in calls with select donors, and represent the IRC EQUAL team at donor meetings as required

• Ensure quality information management through regular maintenance of grant files, including coordination and preparation of documents and files for internal and external audits

• Monitor and facilitate compliance of programs with DFID and IRC requirements and raise issues affecting external/internal compliance

• Build capacity of local partners in donor reporting and compliance, including travel to locations of implementation to provide trainings and on-going support

Other support for the EQUAL project

• Work closely with Research Program Manager to execute logistical and administrative tasks, as needed.

• Provide logistical assistance in the planning and execution of EQUAL workshops, meetings, and trainings where needed

• Assist team members with development of external reports, Web content, presentations and technical tools related to EQUAL as needed

• Work with the EQUAL project team to prepare and support spot check activities as communicated by DFID

• Support program development, monitoring and evaluation, communications and external relations activities as needed

  R&I grants support (20%)

• Support in creation of grant reports with project leads, including managing grant reporting timelines and ensuring all narrative reports are submitted on time to high standard with necessary reviews.

• Support in managing business development processes including OTIS

• Support on subaward processes, including pre-award partner vetting and subcontracting

• Bachelor’s degree International Affairs, Public Administration, Economics, Business Studies, Accounting, Commerce, or other related fields

• At least 4-6 years of related work experience, preferably for an International Non-Governmental Organization managing DFID grants or contracts

• Experience managing complex grants and projects throughout implementation, including budget and finance components, compliance, monitoring and reporting processes

• Experience in capacity building of local partners in grant management in the field

• Excellent organizational skills: the ability to work independently and productively in a fast-paced environment

• Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with a variety of people in a multi-cultural environment and work on a virtual team

• Flexible work attitude, proactive and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance

Preferred Requirements

• Experience with donor-funded contracts

• Experience working on DFID commercial contracts

• Prior experience working in the field

• French fluency

Working Environment: 

• Standard office work environment