ET RRM Finance Manager

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address them without fear or favor.

Scope:

Under the direct supervision of the Finance Coordinator, the Finance Manager will be responsible for the financial management of the rapid response mechanism grants/contracts for an anticipated multi-million euro (with 13 consortium members and other implementing partners). This position is expected to manage IRC’s and subgrantee’s project implementation, partner’s budget management and monitoring, verifying IRC’s and Partner’s expenditures against donor restrictions and compliances, and provide support during donor report preparation. In addition, the position holder is responsible for partner’s staff training and capacity building, risk management, auditing, and program support. Furthermore, this position will also be accountable for any other grants management and operational activities as assigned.

Major Responsibilities:

ET-RRM Finance manager – (Grants and Contracts)

Compliances – Donors, governments and IRC policies and procedures

• Ensure donor, IRC and gov’t policies and procedures are effectively and efficiently applied on ET-RRM grants through on time preparation of monthly, quarterly, interim, and final quality IRC and partner’s reports. Monitor the gov’t report is jointly with field finance manager and ensure each report submitted to the respective gov’t office without delay. Partnership agreement and IRC PEERS policy and procedures are well exercised and implemented in the management of subgrantees and oversee document verification conducted and follow-up fund transfer from the donor to partners. Receivables are strongly and closely monitor for timely collections.
• Collaborate with partners to ensure completeness, correctness, and accuracy of financial reports and cash requests.
• Correct every wrong expenditure and adjusting entry is prepared and get approval from supervisor then posted in the system up to 24t^h of every month & before final report shared with HQ for review.
• Ensure error free monthly, quarterly, and final partner and gov’t report submitted to the IRC and gov’t respectively before the due date.
• Oversee fund transfer from the donor timely collected and update the monthly cash transfer tracking on the box up to the 30th of every month.
• Establish finance and supporting function policies, systems, and procedures, as required.
• Follow up the Partners reporting schedule and ensure timely report submission to IRC.
• Administer assets from INTEGRA system and reconciled against SC report on quarterly bass and maintain file for this.
• Ensure balance sheet reconciliations made for each project, and grants on a monthly basis.
• Maintain current local gov’t requirements related to financial matters and ensure compliance with tax and other legal requirements.
• Closely monitors all financial activities and keeps the ET-RRM finance coordinator advised of all situations which have the potential for a negative impact on internal controls or financial performance.

Budget management and monitoring

• Ensure effective ETRRM budget management through monthly BVA, spending plan and compliance review and constructive feedback shared with respective units on a monthly basis. Make sure -the spending plan is prepared, and the Item forecast is uploaded in Integra timely for each grant and the monthly BVA report analysis report measured the spending plan against actual in addition to donor and gov’t compliance review.
• Actively participate in project management meetings and provide constructive feedback so that accurate and timely information is available for decision makers to make an informed decision. ETRRM new budget proposal and revision carefully reviewed according to IRC, donor, and Gov’t requirements within given deadlines and alive on the online BVA.
• Review the donor and partner’s new budget proposal within 2 days of receiving it.
• Examine personnel budget spending and provide timely impute for Monthly salary map allocation for effective budget utilization and keep donor compliance.
• Ensure project item forecast is uploaded on the online BVA before spending.
• Maintain grant monitoring through review of budget utilization and participate in donor budget revisions.
• Avail the new budget/ realignment/ online within two working days of maximums following its approval.
• Analyze monthly BVA report as soon as the monthly PBI actually synchronized which is before 24th of every month. The end date reached by doing spending and flagged major issues with ETRRM finance coordinator and respective staff to maintain donor compliance and effective budget utilization.
• Participate in Partnership Project Opening, Review and Closure Meetings, including reviewing successes, challenges, and lessons learned with the partner, and capturing effective finance practices for future partnerships.
• Ensure online BVA functions, especially partners BVA clean-up, are performed effectively without any challenge.
• Update grant files are maintained and for easy reference.

Staff training and capacity building

• Conduct comprehensive and constructive performance reviews objectively and timely and facilitate discussion of performance and career options with supervisors and ET-RRM team. Conduct regular 1 to 1 meeting at least 2 hours per month, and improvement areas identified for effective staff development. Provide finance induction for ET-RRM team related to the donor’s policies and procedures. Encourage, motivate and collaborate with ET-RRM staff to deliver the tasks.
• Conduct ET-RRM Staff performance review through 1 to 1 meeting,
• Review weekly task plan and require feedback in formal communication.
• Enhance ET-RRM staff capacity by identifying gaps through on-the-job training that helps them to deliver at their full capacity and under minimum supervision.
• Manage annual leave plan effectively and utilize without any gaps in the workplace.
• Conduct constructive 1 to 1 meetings and documents according to HR guidelines.

Risk management and audit.

• Ensure Statutory taxes (PIT, Pension, Withholding, etc.) are paid timely to the government coordinate with CO finance team. VAT payments are regularly tracked and reported to ET-RRM donors and follow the refunds accordingly. Closely work with project auditors, ET-RRM partners, IRC internal auditors and any donor verification and manage questions or concerns efficiently. Actively work with project auditors, IRC internal auditors and any donor verification and manage questions or concerns efficiently. Make sure the exchange rate that applied on ET-RRM partner’s report is compliant.
• Check partner’s balance sheet accounts are closely monitored and corrective actions completed before interim/final report. Ensure the IRC, donor and gov’t rules and regulations applied in the day-to-day activities.
• The monthly VAT report and related compliance requirement managed efficiently for ET-RRM grants.
• Clear all ET-RRM partner’s balance sheet accounts before month-end grant closure.
• Ensure that FY audit and verification reports did not bring significant findings for ET-RRM grants and contracts.
• Manage monthly statutory taxes and related requirement before the due date.
• Monitor the project audit and verification requirement closely and efficiently as per the contractual terms.
• Ensure the application of Exchange rate as per donor and IRC requirement for ET-RRM grants.

Program support – Client focused service delivery.

• Provide finance and accounting training and mentoring support to ET-RRM partners, in accordance with partner project support plans, with a focus on supporting the partner to strengthen financial management systems and capacities that are responsive to the needs of the partner (rather than replicating IRC’s systems and policies).
• Ensure IRC’s departments and ET-RRM partners are supported by ET-RRM finance team with integrity and high standards and organizational resources are managed as per agreed policies and procedures. Address field office and partner’s requests with priority and timely.
• Conduct site visits and support the partners and IRC team on the ground in consultation with supervisor. Envisage big pictures, pay attention to details, and focus on quality services.
• Ensure the field office finance team are well capacitated and each support request is addressed timely, according to the expected standard.
• Provide training for finance, non-finance staff and ET-RRM partner’s when required in consultation with supervisor.
• Aware all respective entities with the most updated donor rules and regulations.
• Complete online BVA functions, especially partner’s BVA clean-up effectively without any challenge on monthly basis.
• Participate in the review of the performance of the partner, of the IRC, and of the partnership, including successes, challenges and lessons learned.
• There will be 30% of travel to partners office and field project offices.

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC [team/office]
• Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.