Deputy Finance Controller

SUMMARY STATEMENT OF RESPONSIBILITIES:

The Deputy Finance Controller assists the Deputy Director of Finance (DDF) by managing the day-to-day operations of the accounting unit. At the discretion of the Country Director the Deputy Finance Controller will assume some or all of the Controller responsibilities when the FC is absent.

SPECIFIC 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:

1)SUN Processing

a)Control over and/or entry of changes to the Chart of Accounts, Analysis Codes and Exchange Rates

b)Performing or supervising the posting of entries ensuring proper controls are enforced and appropriate systems in place to maintain all required supporting documentation.

c)Production of required monthly and ad hoc reports.

d)Developing expertise to control the system, develop new reports and be able to train staff in processing of data.

e)Ensuring budgets are loaded on a timely basis

f)Ensuring a backup and retention procedure is in place and followed for all SUN master files

2)Donor Reports

a)Preparation of draft donor reports for review by the Finance Controller

b)Analysis of actual to budget results to identify problems in accounting or compliance

c)Identification of procedural or training issues to be addressed to improve the quality of report data.

d)Preparation of the creation of detail level budgets in IRC SUN format to ensure required donor reports can be produced form the accounting system

3)Field Office Training & Support

a)Acting as the primary liaison for the field office finance staff for policy or procedure questions

b)By frequent visits to the field offices providing training to finance staff on IRC accounting procedures and requirements, assists the Field Coordinators and program staff in finance related issues and activities.

c)Review of financial data submitted by the field to identify weaknesses or problems being encountered by field finance staff and recommend corrective action.

d)In conjunction with the Finance Controller developing or revising policy and procedures and assists in the implementation.

4)Balance Sheet Accounts

a)Supervising or performing all balance sheet account reconciliation’s on a timely basis

b)Ensuring differences or discrepancies are brought to the attention of the FC and that appropriate action is taken.

c)Recommending standard formats for reconciliation’s and/or procedures to improve the underlying accounting, control or processing of transactions to minimize errors or omissions.

5)Procurement Accounting

a)The review of and accounting for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments

b)Maintaining a system to track commitments and outstanding contract amounts.

c)Providing input to Purchase Request approvals to ensure commitments are considered before further purchases approved

d)Primary responsibility for liaison with logistics/procurement.

6)Cash/Bank – Processing

a)Supervision of the processing of bank and cash transactions.

b)Ensuring internal control procedures are followed for all cash disbursements, receipts and transfers

c)Preparation or oversight of the preparation of the cash accounting worksheet

d)Liaison with bank officials to resolve problems or facilitate improved service.

7)Cash Forecasting

a)Preparation of cash forecasts and CTR for the country program

b)Monitoring cash usage and requirements and advises the Finance Controller of possible unusual activity or requirements

c)Working with field and program coordinators to help them develop more accurate cash forecasts

8)Cost Accounting.

a)Providing recommendations for cost allocation systems in accordance with donor regulations

b)Assisting in or reviewing physical inventory counts and ensuring proper valuation and accounting for inventory or supply items.

9)National Payroll

a)The processing of the national payroll ensuring standard financial controls are maintained

b)Ensuring 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.

c)Preparation of the necessary related accounting entries including salary allocations

d)Serving as primary liaison with Administration and the field offices on payroll related issues

e)Liaison with local government to ensure compliance with national tax and labor regulations.

10)Internal Audit

a)Internal audit activities as required by the Finance Controller

b)Reviews of controls and monitoring of compliance with established procedures.

c)Preparation of written reports for review by the Controller which identify key issues and provide recommendations for improving control processes or procedures

11)Budgets

a)Assisting in the preparation and maintenance of the country’s Operating Budget to ensure data is complete and maintained on a timely basis.

b)Preparation of monthly management reports analyzing the use of unrestricted funding versus approved allocation.

c)Assisting in the development and preparation of cost allocation processes for overarching costs that comply with donor regulations on allowable costs.

d)Working 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.

e)Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.