Finance Coordinator- Budgeting and Reporting

Juba

Organization: IRC - International Rescue Committee
Location: Juba
Grade: Mid level - Mid level
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
- Communication and Public Information
- Documentation and Information Management
- Managerial positions
Closing Date: Closed

The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict support to victims of oppression and violent conflict in 42 countries. IRC is committed to bold leadership, innovation and creative partnerships. South Sudan, an independent nation since 9 July 2011, is emerging from decades of brutal civil war rooted in disputes over religion, ethnicity, resources, governance and self-determination. The security situation remains fragile and the operational context is challenging. IRC has been in South Sudan since 1989 and currently operates in Northern Bahr el Ghazal, Lakes, Unity, and Central Equatoria States.

Job overview

The Finance Coordinator – Budgeting and Reporting will provide managerial and technical support to Deputy Director of Finance in the areas of country office finance functions; Controllership function (accounting, internal control and reporting), Budget function (proposal/grant budget, operating budget, cash budget and monitoring budget vs actuals) and Treasury functions (cash management, banking and foreign currency management).

The Finance Coordinator is responsible mainly for managing the budgeting and reporting function (grants and contracts) of the South Sudan country program to ensure timely and accurate grant and operating budget preparation, treasury management, audits, financial donor reporting specified by the IRC and donors and overall grant management. It means the position is responsible for budgeting, development of spending plan/forecast, project financial transactions, financial reporting and ensuring project budget and financial management is in compliance with donors’ rules and regulations, IRC policies and procedures and South Sudan laws and regulations.

Overall responsibilities

Budgeting and Reporting:

• In coordination with program and operation team, develop project budget and monthly spending plan/forecasts

• Prepare project cash projection and ensure project has enough liquidity for smooth implementations.

• Manage project budget in accordance with approved budget.

• Strengthen the project internal controls

• Work on budget realignments and request donor approval timely.

• Ensure project spending is in line with approved budget. Monitor project spending timely.

• Prepare project budget vs actual report monthly and discuss with Project program and operation team and IRC management on monthly basis. Follow-up with action points and their implementation.

• Provide variance analysis and justifications monthly in coordination with project program and operation team.

• Monitor projects financial transactions and spending and ensure all are in compliance with donor and IRC financial management policies and procedures

• Ensure each transactions are supported by complete and approved documentation and are reviewed and archived.

• Prepare monthly financial report/invoice and submit for internal review before submitting to donor. Ensure timely submission to donor without delay.

• Put in place sound project budget, financial management and reporting systems across all field offices including partners.

• Work with partners, develop their capacity on budgeting, financial management, internal controls, reporting and audit plan and executions.

• Enforce donor policies and procedures across all projects.

• Work closely with operation and program team to assess project spending is in line with program implementations and work plan.

• Report suspected fraud, misuse of funds, wrong doings related to the project to management as per the policy.

• Address donor requests related to budget, budget management, reporting, realignment and audit.

• Assist the Deputy Director of Finance in the preparation, revision and maintenance of country office Operating Budget and quarterly re-forecasts.

• Supervise the preparation and revision of all grant budget proposals.

• Working with program staff in preparing and/or revising grant budgets to support new proposals or realignments to ensure adequate coverage of country operating costs and headquarters costs.

• Consolidate and update all grant pipeline information from Program and Finance departments on a monthly basis and to propose and prepare budget revisions as necessary.

• Analyze the use of unrestricted funding versus approved allocations and share with Deputy Director of Finance on a monthly basis.

• Assisting in the development and preparation of Shared Program Cost allocation processes and methodology for overarching costs that comply with donor regulations on allowable costs

• Preparation of the monthly timesheet planning worksheet and sending it to all country office supervisors.

• Ensure specific information against project indicators and donor requirements is collected from the field / program managers on a regular basis to feed into reports;

• Prepare formats for donor and internal reports and ensure correct formatting

• Write and/or edit reports that conform to donor and IRC standards on schedule.

Audits and record keeping

• Ensure audit planning and execution will be done on time.

• Work on repose of audit observation and findings

• Participate on grant/contract documents verifications

• Keep all updated finance and budget related records and upload on the server/box for access to the team.

Compliance:

• Ensure adherence to IRC and donor budgeting/grant policies and procedures.

• Promptly inform the Deputy Director of Finance of any areas of concern of potential or suspected violations of policies and procedures.

• Ensure there are no negative audit observations/findings related to budgeting and grant management. If required, corrective actions plans are developed & implemented to address audit findings.

• Ensure that all IRC South Sudan budgeting practices are compliant with global IRC and donor Procurement policies (USG, EU, UN, SV, DFID etc), South Sudanese Government regulations and legislation.

• Adherence to government policies and procedures. Ensure all government commitments have be done on time including payment of taxes and tax clearance.

• Involve in month end closing, work on SAF and close the books on time as per the IRC policies and procedures.

Training & Outreach:

• Assist in providing training and support for the country office program and operational staff on proposal budgets, revisions and pipeline and spending plan reports.

• Identify training needs in the area of Budgeting and Grant management in each site and sector.

• Lead refresher training programs for Field and Program Coordinators, Program Managers to ensure staff are aware of their roles and responsibilities in the area of budgeting and grant management and are updated with new procedures, IRC global initiatives.

• Monitor staff competencies post-training and provide regular feedback and guidance to ensure all gaps in knowledge are addressed and rectified with supervisors as appropriate.

• Assist Deputy Director of Finance where necessary with Finance Orientation sessions for all new staff. .

• Ensure the Budgeting and Planning team maintains cooperative relations with other departments, and interacts with them in a positive manner.

Staff Management:

• Supervision of the budget Manager based in the Juba office.

• Establish annual performance objectives for direct reports.

• Ensure Direct Reports establish timely annual performance objectives for their staff.

• In consultation with the Deputy Director of Finance, seek out training opportunities to further professional knowledge and experience of IRC Budgeting staff.

Other duties/responsibilities:

• Ensure the completeness of the grants financial documentation of the centralized grant filing system.

• Assist the Deputy Director of Finance with internal and external audits when required.

• Assist the team in month end and year end closing.

• Perform other duties, as appropriate or requested by Deputy Director of Finance.

Key Working Relationships:

Position Reports to: Deputy Director of Finance

Position directly supervises: 2 Budget and Finance Managers

Indirect Reporting:

Internal: IRC HQ Finance department

External: IRC donors

Requirements:

• Bachelors degree in Accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting (CPA or equivalent certification would be preferred).

• Minimum of three (3) years of accounting experience and one (1) year direct supervisory experience.

• Experienced with various PC and financial related software (spreadsheets, accounting packages).

• Must be able to function comfortably in a complex work environment.

• Able to communicate effectively (written and verbal) in English with all staff.

• Comfortable making decisions.

• Strong supervisory, time management and interpersonal skills.

• Possess leadership qualities and willing to exercise initiative.

• Willingness to participate and contribute as a team member, under challenging working and living conditions.

• Able to work well in a team and to undertake assigned tasks independently

• IRC experience in budgeting, reporting and closing is highly desirable.

Work Environment:

Security: Security level orange: The situation in Juba is calm at the moment but remains tense and unpredictable; concerns include criminality, presence of armed troops, and looting. There is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states.

Housing: Lodging in Juba is in a private bedroom, with en suite bathroom, in a shared IRC guesthouse. In field sites, sleeping accommodation ranges from tent to traditional hut to permanent structures. Field compounds have latrines and showers. All IRC sites have electricity and internet at least several hours per day. Food is the individual’s responsibility.

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way -

Standards for Professional Conduct. These are Integrity, Service, Equality 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.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law

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