The Deputy Finance Controller is the most senior finance function for the Sudan IRC program. DFC reports to the Country Director. S/he will contribute to the development of the country programs strategic and operational plans and be accountable for ensuring and monitoring delivery against the financial plans through targeted and comprehensive financial analytical review. The DFC will have responsibility for all aspects of operational finance in the country program.
Based in Khartoum, the DFC will have dual reporting to the Country Director and the Regional Controller.
Major Responsibilities:
The incumbent is responsible for ensuring that the day-to-day accounting operations and financial management functions are performed in accordance with IRC and country office policy and procedures. Specific responsibilities within each functional area are as follows:
SUN Processing
-Control over and/or entry of changes to the Chart of Accounts, Analysis Codes and Exchange Rates
-Performing or supervising the posting of entries ensuring proper controls are enforced and appropriate systems in place to maintain all required supporting documentation.
-Production of required monthly and adhoc reports.
-Developing expertise to control the system, develop new reports and be able to train staff in processing of data.
-Ensuring budgets are loaded on a timely basis
-Ensuring a backup and retention procedure is in place and followed for all SUN master files
Budgets
-Prepare and maintain the country’s annual operating budget; ensures cost coverage for in-country operating costs and updates the operating budget regularly
-Prepare of monthly management reports analyzing the use of unrestricted funding versus approved allocation.
-Prepare the cost allocation processes for overarching costs that comply with donor regulations on allowable costs.
-Work with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of country operating costs and NY direct and indirect costs.
-Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
Donor Reports
-Oversees the preparation and revision of grant proposal budgets; supports programs with guidance on costing and inputs in creating budgets for submission
-Analysis of actual to budget results to identify problems in accounting or compliance
-Identification of procedural or training issues to be addressed to improve the quality of report data.
-Preparation of the creation of detail level budgets in IRC SUN format to ensure required donor reports can be produced form the accounting system
Field Office Training & Support
-Act as the primary liaison for the field office finance staff for policy or procedure questions
-Conduct frequent visits to the field offices to provide training to finance staff on IRC accounting procedures and requirements, assists field staff and program staff in finance related issues and activities.
-Review of financial data submitted by the field to identify weaknesses or problems being encountered by field finance staff and recommend corrective action.
-Develop or revise policy and procedures and assists in the implementation.
Balance Sheet Accounts
-Supervise or perform all balance sheet account reconciliations on a timely basis
-Ensure differences or discrepancies are brought to the attention of the CD and that appropriate action is taken.
-Recommend standard formats for reconciliation’s and/or procedures to improve the underlying accounting, control or processing of transactions to minimize errors or omissions.
Procurement Accounting
-The review of and accounting for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments
-Maintain a system to track commitments and outstanding contract amounts.
-Provide input to Purchase Request approvals to ensure commitments are considered before further purchases approved
-Have primary responsibility for liaison with logistics/procurement.
Cash/Bank – Processing
-Supervise of the processing of bank and cash transactions.
-Ensure internal control procedures are followed for all cash disbursements, receipts and transfers
-Prepare or oversee of the preparation of the cash accounting worksheet
-Liaise with bank officials to resolve problems or facilitate improved service.
Cash Forecasting
-Prepare of cash forecasts and CTR for the country program
-Monitor cash usage and requirements and advises the Country Director of possible unusual activity or requirements
-Work with field and program coordinators to help them develop more accurate cash forecasts
Cost Accounting
-Provide recommendations for cost allocation systems in accordance with donor regulations
-Assist in or review physical inventory counts and ensuring proper valuation and accounting for inventory or supply items.
National Payroll
-Process of the national payroll ensuring standard financial controls are maintained
-Ensure payroll reports and cash is distributed to the required locations in time for all staff to be paid by the last day of the month.
-Prepare of the necessary related accounting entries including salary allocations
-Serve as primary liaison with Administration and the field offices on payroll related issues
-Liaise with local government to ensure compliance with national tax and labor regulations.
Internal Audit
-Internal audit activities as required by Donors.
-Review of controls and monitoring of compliance with established procedures.
-Prepare of written reports for review by the Country Director which identify key issues and provide recommendations for improving control processes or procedures
