Budget and Reporting Manager
Background/IRC Summary: 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.
IRC is offering a robust humanitarian response to the Syria crisis. With an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 3,000 staff and workers in the region, IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, water and sanitation, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding, and coordination.
Job Overview/Summary: This position will be based in Amman and will be 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 prioritize activities and work to tight deadlines.
The Budget and reporting Manager assists the Financial Controller by managing the day-to-day budget and grants management function. Under the guidance of the Financial Controller, the Budget and Reporting Manager ensures that budget and grants management issues are immediately attended to and ensures that donor budgets are prepared in accordance with IRC and donor requirements and are submitted on time. In addition, he/she will ensure that grants are fully implemented in compliance with donor regulations and IRC requirements and will ensure timely submission of donor reports. He/she will develop budget management tools and conduct training to improve efficiency, donor reporting, and compliance.
Syria Country Office Fiscal Year Operating Budget
·Under the supervision of the Financial Controller, the Budget and Reporting Manager will prepare the Syria Fiscal Year Country Operating Budget following the IRC standard format
·Ensures that the country-operating budget is regularly updated and is available for use as a management tool during the development of new proposal budgets and during times of rapid expansion and/or program reduction.
·Provides recommendations to address projected funding shortfalls or lack of funding coverage for each component of the fiscal year budget.
New proposal Development
·Acts as Syria country focal point for new budget preparations.
·Under the guidance of the Financial Controller, prepares budgets for new proposals and revises existing budgets, ensuring that all costs are covered and are not under/over budgeted in addition to ensuring the correct use of IRC and donor budget formats.
·Works with the Finance Controller on monthly Shared Program Cost allocations.
·Calculates and Insert the correct Shared Program Costs for all new donor budgets.
Grant Management & Reporting
·Prepares monthly Budget versus Actual (BvA) reports for Syria grants and distributes on time.
·Reviews budget spending and advise relevant staff on spending status. Requests feedback on all over/under spending.
·Prepares and updates spending plans for all active grants in conjunction with designated budget holders.
·Participates in monthly Grant Review Meetings (GRMs) and presents spending status. Follows-up on action points identified during the meetings.
·Attends and provides support to all Grant Opening, Grant Review, and Grant Closing Meetings.
·Provides support and feedback to Operations and Program Managers on all questions regarding the BvAs.
·In compliance with donor requirements, proposes adjustment entries required for all BvAs and financial reports.
·Prepare new budget line coding (T2 codes) for each new grant and updates in SUN system.
·Uploads budgets to SUN system when required.
·Prepares donor financial reports for review by the Finance Controller. Ensures reports are in compliance with donor reporting formats and submitted in a timely manner as per contractual requirements.
·Provides advice on key donor compliance requirements in consultation with the Grants Unit.
·Provides guidance on staff salary mapping and guidance on shared program cost allocations for Finance Controller review and further approval
·Provides analysis of grants spending plans vs actual spending
·Reviews PRs and advice on charge codes
·Works with partnership department to provide financial guidance for sub-award management as per IRC policy and donor requirements.
·Assists the partnership department in tracking and monitoring of subgrantee budgets and providing training to partners on budgeting.
·Assists in the review of new sub-award budgets and agreements as required
Staff Management and Development
·Coaches, trains, and mentors staff with the aim of strengthening their technical capacity, exchanging knowledge within the team and providing professional development guidance
·Supervises and mentors direct reports including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and leading documented semi-annual performance reviews.
·Provides constructive feedback and counsel on appropriate career paths and professional development.
·Promotes and monitors staff care and well-being.
·Approves and manages all leave requests to ensure adequate staffing coverage.
·Offers leadership support for successful adherence by staff to IRC’s Global HR Operating Policies and Procedures.
·Assist the Finance Controller in conducting regular training sessions for Program, Operations, and Finance staff in Amman and remotely for Syria Field Offices on Budget Management, Reporting, IRC and donor regulations.
Key Working Relationships:
Position Reports to Finance Controller Syria
The position directly supervises: Senior Budget Officer, Budget Officer
Indirect Reporting: Other finance Staff
Finance Controller, Partnerships Unit, Deputy Director Field Operations (DDFO) as well other Finance, Program and support staff.
External to the Country Office: Regional Finance Controller, Field Coordinators, Regional Program Staff, Regional Finance Director, Regional Finance Manager and Regional Grants and Compliance Manager.