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Senior Contracts Finance Coordinator

New York City

  • Organization: IRC - International Rescue Committee
  • Location: New York City
  • Grade: Mid level
  • Occupational Groups:
    • Operations and Administrations
    • Legal - Broad
    • Banking and Finance
    • Procurement
    • External Relations, Partnerships and Resource mobilization
    • Managerial positions
  • Closing Date:

BACKGROUND

Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees required to flee from war or disaster.

The International Rescue Committee UK is part of the IRC global network, which has its headquarters in New York and London. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. Through 22 regional offices in cities across the United States, the IRC also helps refugees resettle in the US and become self-sufficient.

The IRC is committed to a culture of ambitious leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a diligent advocate for the most vulnerable.

The IRC invests in research in humanitarian contexts to increase the effectiveness and efficiency of policies and practices in these settings. Our Research and Innovation Department works in partnership with our Education Technical Unit and Country Program teams to achieve these aims by:

  • Generating robust and concrete evidence across crisis-affected contexts,
  • Gathering and synthesizing the evidence base on what works, and
  • Analyzing the cost efficiency and cost effectiveness of humanitarian programming

Education research in conflict and protracted crisis

Programme Scope:

IRC is seeking a Senior Contracts Finance Coordinator to support a six-year commercial contract funded by the UK’s Foreign, Commonwealth and Development Office (FCDO). The Education Research in Conflict and Protracted Crisis (ERICC) is a £19.8 million research programme to carry out rigorous and operationally relevant research on the most effective approaches to education delivery in conflict and protracted crisis contexts. The program has four components:

  1. Research on the most effective approaches to education delivery in conflict and protracted crisis;
  2. Ensuring country level impact;
  3. Promoting research uptake across FCDO and the international community
  4. Knowledge systems strengthening.

The IRC will be leading the ERICC research consortium in component 1 (research in effective delivery) and component 2 (country-level impact), working in partnership with a consortium of esteemed research and educational institutions. This program will be carried out in six FCDO countries: Syria, Jordan, Lebanon, Nigeria, South Sudan and Bangladesh.

Job Overview:

The Senior Finance and Contract Coordinator (ERICC) is responsible for providing finance, contract and budget leadership and support across the FCDO-funded ERICC research consortium in Syria, Jordan, Lebanon, Nigeria, South Sudan and Bangladesh. Will play an important role in ensuring visibility, accountability, effective financial management and compliance in all aspects of the ERICC contract, and in ensuring effective budget management and control, donor reporting and forecasting, invoicing and disbursements to partners and grant awardees.

The role will also provide key support to the ERICC Programme Director and Programme Management Team in programmatic and budgetary monitoring, and compliance with commercial contract and internal IRC rules and regulations.

Major Responsibilities

ERICC Programme Budget Management and Monitoring

  • Review, track, and analyze expenditures for the entire ERICC project, including ERICC country programs and partner institutions.
  • Coordinate Programme budget management, expenditure monitoring & forecasting
  • Hold knowledge base of FCDO contract rules and regulations and advise senior management and other team members on financial compliance, risk identification and mitigation.
  • Develop and maintain systems for budget control to ensure project expenses are reasonable, prudent and spent in accordance with the donor’s rules and regulations.
  • Create accurate forecasts and lead expenses according to spending plans.
  • In close collaboration with the Research Program Coordinator, liaise with partner institutions regarding any deviations or concerns in spending.
  • Work closely with regional/ Global teams to ensure all IRC ERICC 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, technical unit and headquarters-based finance staff to ensure accuracy of the ERICC financial reports and promptly identify and advise the ERICC Programme Director and applicable country program grant leads on areas of concern
  • Coordinate approval of agreements, amendments, cost extensions and no-cost extensions
  • Identify and lead all financial, contracts management, sub-contract awards and operational risks in collaboration with relevant country and technical unit staff.
  • Review financial controls and liaise with relevant country program leads to update policies and procedures as needed.

ERICC Donor Reporting and Compliance

  • Develop guidance, templates, and toolkits to ensure timely submission of narrative and financial donor reports.
  • Coordinate information on budgets, expenditure and forecasts and collate for submission to donor.
  • 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 ERICC countries/partners and IRC global.
  • Assist in donor relations, participate in calls with select donors, and represent the IRC ERICC team at donor meetings as the need arises.
  • Ensure quality information management through regular maintenance of contract files, including coordination and preparation of documents and files for internal and external audits.
  • Monitor and facilitate compliance of programs with FCDO 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 ongoing support.

Funds Invoice & Disbursements

  • Oversee the coordination of information for the preparation of quarterly donor invoices including quality assurance.
  • Liaise with IRC Global & Finance, with respect to donor invoicing requirements.
  • Consolidate payment breakdown by partners according to previous quarter spend, balance and forecasts.
  • Oversee the process of funds disbursements to project partners, sub-contractors and grant awardees in collaboration with Finance Officers.

Key Working Relationships:

Position reports to: ERICC Programme Director

Position indirectly reports to: Associate Director, Contracts Finance

Internal contacts: Indirect management of Finance Contracts Manager and Subcontracts Manager. Regular contact with Education Technical Unit teams, and country program staff. Regular interaction with internal IRC departments, especially budget, finance, human resources and procurement.

External contacts: Interaction with finance teams of partner organizations, donors, vendors, contractors, and consultants.

Job Requirements:

Minimum Requirements

  • Master’s degree International Affairs, Public Administration, Economics, Business Studies, Accounting, Commerce, or equivalent professional experience
  • At least 8 years of related work experience, preferably for an International Non-Governmental Organization leading FCDO grants and contracts.
  • Expert knowledge of funding, regulations, and procedures for FCDO and other public funders, particularly in regard to commercial contracts.
  • Extensive experience leading the financial, contractual and compliance aspects of large commercial contracts, including payment-by-results and cost-reimbursable contract and subcontract models.
  • Ability to clearly anticipate and identify contractual and financial risks, develop mitigation plans and provide experienced advice to senior partners.
  • Experience leading 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 FCDO commercial contracts
  • Prior experience working in countries where IRC operates

Working Environment:

  • Standard office working environment

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.

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