Senior Finance Coordinator (National Position)

 Background/IRC Summary:

 The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.

 Job Overview/Summary:

 Senior Finance Coordinator plays a key role in assisting Deputy Director Finance (DDF) in financial management and planning of an assigned grant portfolio of Thailand Country Program that includes the Crisis Response, Recovery and Development Department (CRRD) and Resettlement, Asylum and Integration Department (RAI). Key responsibilities include management in partnership, cross-functional team coordination, review of financial activities per authorization, staff training, field finance monitoring, management of accounts, and budget preparation.

 Major Responsibilities:

 1)FinancialVerification:

 Responsible for document/voucher verification with a value less or equivalent to US$20,000 submitted to Finance Department to ensure that:

a.TheIRCpoliciesanddonorregulationsareadheredto.

b.        Expensesareallowable,allocable,andreasonableasperspecificdonorregulations.

c.The charging codes for payments submittedare correct.

d.Thecalculationsarecorrect.(thisincludestestofthemathematicalaccuracyofinvoices, receiptsandsupportingdocumentstopayments)

e.The relevant supporting documentsare attached.                                                                                                                                                                                            2)General LedgerProcessing:

a)Provide support for management and maintenance of SUN System accounting including chart of accounts, charge codes,exchangerates,transactionaldetails,etc.

b)Assist in the review of accounting transactions before uploaded onto SUN system and timely submissionofthecountryofficeSAFfile toHQ.

c)Generate, review, and analyze financial reports from SUN System Application.

d)Provide support for the SUN system backup, restoration and retention procedure in place and follow for all SUN master files.

 3)FieldFinance:

 a)Superviseaproperandtimelyreviewofthefinancialdatasubmittedbyfieldofficesto identifyweaknessandproblemsandtodevelopcorrectionaction:

b)Provideamonthlyfeedbacktothefieldfinanceteamsregardingtheirtransactionscoding or/anditssupportingdocumentsbyemail.

c)InformDDFfeedbacksonthefinancialdatasubmittedbyfieldoffices.

d)Analyzethemonthlyspreadsheetsfrom thefieldofficespriortouploadingontoSUN System.

e)Management in Partnership with Field Coordinators for the field finance teams.

 4)Balance Sheet AccountReconciliation:

 a)Provide support for the preparation of the country office balance sheet accounts reconciliation reports and relevant supporting documents for a review by DDF and the other Deputy Directors / CountryDirector.

b)Review and respond to theremarksonbalancesheetaccountstodiscusswithDDF.

c)Monitorthestaff,vendoradvancesandotherbalancesheetitemsbeforemonthendclosing.

d)Provide support fortheinter-countrytransactionworksheet per given grant portfolioandensurethecommunicationwiththe originalcountryforconfirmationoncharging.

 5)CashForecasting:

 a)Analyze the country program cash forecasts and Cash Transfer Request (CTR) and work with the field and program leads to help them develop more accurate cash forecasts of their programneeds.

b)Reviewcashprojectionpreparedandsubmittedbyotherdepartments.

c)Assist inthemonthlyforeigncurrencyconversionsthatmatchthecashflow.

6)      Training and StaffManagement:

 a)      AssistintrainingsfortheprogramandoperationalstaffontheIRCFinancepolicies,accounting and budgeting procedures and financial requirements as well as financestaff activities.

 b)      Conduct desk review of field finance activities as scheduled / assigned and prepare a written report for review by DDF that identifies key issues and provide follow-up recommendations for improving control processes orprocedures.

 c)      Providecomprehensiveperformancereviewsfor Field Finance Teams.

 d)     Providenewstafforientationswhenrequired.

 7)      Payroll:

 a)      Provide support foramonthlyreviewof payrollreporttoensureaccuracy, standard and financial controlsare maintained and accountingentriesincludingsalaryallocations and reconciliation of relevant accounts.                                                                                                         b)     Assist in the preparation of cost allocation per IRC methodologyforoverarchingcoststhat complywithdonorregulationsonallowablecosts.

 8)Budgeting:

a)Prepare,revise,andmaintainCountryOfficeOperating Budgetandgrantproposalbudgets per assigned grant portfolio.

b)Workwithprogramteamsinpreparingand/orrevisinggrantbudgetstosupportnewproposals or realignments to ensure adequate coverage of country operating costs and headquarters costs.

c)Assist in the updateofgrantpipelines and monthly projections per assigned grant portfolioandtoproposeandpreparebudgetrevisions,asnecessary.

d)Provide support forthemonthlytimesheetplanningworksheetbefore it is senttoallsupervisors.

e)Preparation of budget allocation per assigned grant portfolio and review Sun System Budgetuploads.

 9)Reporting:

a)Prepare monthly Budget versus Actual reports per assigned grant portfolio in donor currency to ensure maximum utilizationofbudgetedamountsandtoproviderecommendationsforrealignmentsasrequired.

b)Prepare the preparation of the required donor financial reports of assigned grant portfolio fora review byDDF.

c)Assist in the preparation ofUSfederalfundingLetterofCredit–LOCreportforHQtoensureaccurateappropriate balances are included to facilitategrants implementation.

d)Analyzetheunrestrictedfundsreportandapprovedallocations.

e)PrepareMinistryofInterior (MOI) andMinistryofLabor (MOL)Reports

f)Provide support fortheimplementationofBVAonlinesystemincludingthedatauploadandverification and analysis code assignment.

g)Draftmonthlyandad hocreports,includingthemonthlycountryprogramfinancial management reports for a review byDDF.

 10)Other:

a)AssistDDFwiththeinternalandexternalauditwhenrequired.

b)Assist in preparation of country information required by HQ.

c)Perform other duties, as appropriateor requested.

d)Be overall responsible for certain grants as assigned by the DDF.

e)Serve as acting DDF when DDF is on leave or professional travel.

 Key Working Relationships:

 Position Reports to: Deputy Director,Finance

Position directly supervises: Management in Partnership for Field Finance Offices                                                                                                                                       Other Internal and/or external contacts:                                                                                                                                                                                                         Internal:              Regional Finance Director, finance department of other country programs, Program/Grants Managers/Coordinators, Supply Chain Managers/Coordinator, DDO, DDP, field finance officers, and Internal Auditors, etc.

External:BankManagers,RevenueDepartment,payrollprovider,donors,andexternal auditors