Finance Coordinator – Budgeting and Reporting

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria – more than half of the country's population – are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. 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 a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, 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:

The budgeting and reporting coordinator assists the Deputy Director for Finance (DDF) by managing the day-to-day operations of the budgeting and reporting unit.

Responsibilities:

The incumbent is responsible for ensuring that the day-to-day budgeting and reporting operations functions are performed in accordance with Donors, IRC and country office policy and procedures.

Specific responsibilities within each functional area are as follows:

1) SUN Processing

• Production of required monthly and ad hoc budget reports as requested by DDF.
• Ensuring budgets codes are prepared to be loaded on a timely basis by finance.

2) Donor Reports

• Preparation of draft donor reports for review by the DDF.
• Analysis of actual to budget results to identify problems in accounting or compliance
• Ensure the donors’ portfolio distribution between the budgeting and reporting staff in a way that is fully serving the country program and mitigating the risk of over / under spending.
• Identification of procedural or training issues to be addressed to improve the quality of report data.
• 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

• Acting as the primary liaison for the field office budgeting and reporting staff for policy or procedure, and donors financial reporting questions.
• Pay 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.
• Review of financial data submitted by the field to identify weaknesses or problems being encountered by field budgeting and reporting department staff and recommend corrective action.
• In conjunction with the DDF developing or revising policy and procedures and assists in the implementation.
• Capacity building for the budgeting and reporting department staff and making sure they are fully equipped with the needed knowledge to perform their duties and be in full control on the budgets portfolio they are responsible for.

4) Balance Sheet Accounts

• Supervising or performing all balance sheet account reconciliation’s per grant on a timely basis.
• Ensuring differences or discrepancies are brought to the attention of the DDF and that appropriate action is taken.

5) Cash Forecasting

• Preparation of cash forecasts per grant and CTR for the country program
• Working with field and program coordinators to help them develop more accurate cash forecasts per grants.

6) Cost Accounting.

• Providing recommendations for cost allocation systems in accordance with donor regulations

7) Internal Audit

• Internal audit activities as required by the DDF
• Reviews of controls and monitoring of compliance with established procedures.
• Preparation of written reports for review by the Controller which identify key issues and provide recommendations for improving control processes or procedures

8) Budgets

• Assisting in the preparation and maintenance of the country’s Operating Budget to ensure data is complete and maintained on a timely basis.
• Preparation of monthly management reports analyzing the use of unrestricted funding versus approved allocation.
• Assisting in the development and preparation of cost allocation processes for overarching costs that comply with donor regulations on allowable costs.
• Working with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of country opera​ting costs and NY direct and indirect costs.
• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
• Preparation and maintenance of the quarterly financial report.

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Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity-building approaches to build the strengths the team’s teams in Syria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

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Required Experience/qualification/Skills:

• At least five years of progressively responsible professional experience of NGOs budgeting and reporting.
• Previous experience in an emergency or conflict-afflicted setting is required.
• 3 years of direct supervisory experience.

Demonstrated Skills and Competencies:

• A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.
• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.
• Curiosity, a desire to continually learn and develop and a sense of humor is a must.
• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

• English is required, while Arabic is desired.
• Travel: 15% to field sites as well as attending regional and global workshops and meetings.

Key Working Relationships:

Position Reports to: DDF
Position directly supervises: Budging and reporting Manger

Indirect Reporting (If applicable): N/A
Key Internal Contacts: Grants department, and Programs Department.
Key External Contacts: N/A

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Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

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.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

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