Partnership & Finance Manager
The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
JOB OVERVIEW:
The Partnership and Finance Manager is a 100% EFASS project-funded position responsible for supporting the Finance Lead in the overall financial management of the project. The role supports budget preparation and monitoring, Forecasting, financial reporting, preparation and review of Budget versus Actual (BVA) reports, and review of financial transactions and supporting documentation to ensure accuracy, compliance and appropriate use of project funds. The position also plays a key role in the financial management and oversight of implementing partners, including reviewing partner financial reports and supporting documents, conducting financial monitoring and spot checks, following up on financial issues and action points, and ensuring timely and accurate posting of partner financial reports in the organization’s financial system. The role also supports partner financial capacity building by identifying gaps, providing guidance and strengthening partners’ financial management and compliance practices. In addition, the Partnership and Finance Manager participates in EFASS procurement processes, providing financial input and support to help ensure procurement activities are aligned with approved budgets, donor requirements and organizational procedures.
OVERALL RESPONSIBILITIES
Budgeting and Reporting:
- In coordination with program and operation team, monitor project budget and monthly spending plan/forecasts
- Prepare project cash projection, and ensure project has enough liquidity for smooth implementation.
- Provide support in updating the budget realignments and work with program team to 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 quarterly financial report 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 for EFASS projects
- Enforce donor policies and procedures across EFASS 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.
- Supervise the preparation and revision of project budget and proposals.
- Working with program staff in preparing and/or revising grant budgets to support realignments, proposals ensure adequate coverage of country operating costs and headquarters costs.
- Provide financial analysis based on needs that helps support in informed decision making of project.
- Maintain updated project D2 codes and update project budget into integra and Power BI.
- Ensure specific information about 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
- Participate in project implementation meetings.
- Write and/or edit reports that conform to donor and IRC standards on schedule.
Partnerships management.
- Participate in partner financial due diligence assessments before and during partnership implementation.
- Support the preparation and review of partner budget revisions and realignments. Conduct partner financial monitoring visits and spot checks and follow up on identified issues and agreed actions.
- Maintain updated budget of assigned partners in ERP.
- Monitor partner financial performance, including expenditure trends, budget utilization and significant variances.
- Review partners’ payments and ensure timely disbursements.
- Review partners’ financial reports and maintain partners updated balances (receivables/ payables / expenditures) into ERP system.
- Follow up with partners on outstanding financial reports, supporting documents, corrective actions and compliance issues.
- Support partner financial capacity building through coaching, guidance and targeted training on financial management, reporting and compliance requirements.
- Maintain complete, accurate and well-organized financial records, supporting documents and partner files in accordance with organizational and donor requirements.
- Participate in Partner review meetings.
Audits, Accounting and record keeping
- Ensure audit planning and execution will be done on time.
- Work on response 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.
- Process project related payments from integra.
Compliance:
- Ensure adherence to IRC and donor budgeting/grant policies and procedures.
- Promptly inform the Finance Lead 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 budgeting practices are compliant with global IRC and donor Procurement policies, 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, updating project related payments, transaction into integra. Provide assistance in closing the books on time as per the IRC policies and procedures.
Training & Outreach:
- Assist in providing training and support for the EFASS 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.
- Ensure the Budgeting and Planning team maintains cooperative relations with other departments and interacts with them in a positive manner.
- In consultation with the Finance Lead 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 Finance Lead 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 Finance Lead Finance
Key Working Relationships:
Position Reports to: Finance Lead Finance
Position directly supervises: Non
Indirect Reporting:
Internal: IRC HQ Finance department
External: FCDO
Requirements:
- Bachelor’s 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.
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, 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
Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.