Budget, Planning & Reporting Manager

Location:
Iraq
Industry Sector:
NGO
Type of contract:
Contract
Salary:
Competitive

Budget, Planning & Reporting Manager

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Budget, Planning & Reporting Manager

Sector:Planning & Implementation

Location:Iraq

Employee Type:Short-Term

Employee Category:Full Time

Description

BACKGROUND

Founded in 1933, the International Rescue Committee is a prominent international organization working in relief, rehabilitation, protection, post-conflict development, resettlement services and advocacy for those uprooted or affected by violent conflict and oppression.

Working in coordination with the humanitarian community, the IRC currently addresses the needs of war-affected Syrians from several operational bases in the region. Our activities focus primarily on the supply of vital medications and medical equipment, non-food items, water and sanitation and women and children’s protection, and form part of an over-arching humanitarian response in Jordan, Lebanon, Turkey, Iraq and the region that seeks to assist refugees, IDPs and war-affected Syrians survive conflict and displacement.

Job Overview/Summary:

The purpose of this position is to have an individual with specialized, trained to dedicate the majority of his/her time to support the functions of program development, grant management and reporting. This versatile individual should also be able to get involved in other accounting tasks, as necessary and as time permits. Comprehensive accounting skills and experience combined with managerial and supervisory abilities will also be required. Flexible approach to ad hoc tasks as they emerge will be paramount.

Major Responsibilities:

1) General

  • Review and supervise updating of country office-operating budget to ensure that it is up to date for all funding sources; that the costs are adequate in terms of completeness and reasonableness; that the country office has a plan for funding “gaps”, if any
  • Ensure there is a participative approach in the budgeting process which involves finance, procurement, logistics, administration, programs, human resources and grants unit
  • Ensure that there is available standard budgeting information, which is current, on shared expatriate costs, in the IRC format, to grants and program staffs to enable them prepare budgets with accurate figures. This information includes but is not limited to salaries, benefits, R & R, housing, education etc.
  • Ensure that there is available standard budgeting information, in the IRC format, on shared costs for all offices. This information includes but is not limited to Erbil / Baghdad / Duhok/ Sulimaniyah/ Derek shared rent, utilities, office supplies, vehicle running and maintenance, fuel etc.
  • Ensure that approved grants budgets for each T1 are entered in SUN promptly
  • Ensure that mapping of budgets from the IRC format to the donor format is correctly done
  • Review budgets to ensure that all costs have been fairly allocated, unit costs fairly arrived at, TU costs adequately budgeted, ICR correctly allocated etc before forwarding the same to the Finance Director
  • Forward to the Finance Controller the complete package of donor proposal for his review. These includes the checklist, budget narrative, budget in donor format, budget in IRC format etc
  • Participate with grants and program staff on all budget realignments ensuring that the process is being done correctly taking into account the latest available information
  • Prepare monthly, quarterly report as per the donor rules, financial reports ensuring they are complete, accurate and produced on a timely basis to ensure adequate review, approval and submission to the grants unit.
  • Ensure all reports produced are in agreement with the balance as per the SUN system, before submission to Financial Controller for approval.
  • Work with the grants unit to identify any matters arising in the financial reports and ensure that appropriate action is taken.
  • Prepare all final financial reports to donors for review and approval by Financial Controller, ensuring they are complete, accurate and agree to our SUN data base
  • In liaison with the Finance Manager – Accounting – ensure that any adjusting entries that need to be passed as a result of findings in financial reports are addressed within the month identified.
  • Ensure that a hard copy of all donor reports submitted are filed appropriately for ease of future reference
  • Train staff on the preparation of reports in the various donor formats
  • Ensure that all relevant grant codes are available to all relevant staff throughout the country office

2) Grant and Contracts management:

  • Establish and maintain a proper filing system for all financial related documents for all grants. These include but are not limited to copy of the signed contract, all financial reports sent out, any modifications, any important email communication etc.
  • Maintain donor rules and regulations for all grants and contracts in file for ease of future reference
  • Inform relevant staff of any new updates on donor rule and regulations
  • Represent finance on grant opening and close out meetings
  • Work with the grants unit to ensure that all donor related information is disseminated to program, finance and logistics staff to enable them abide by donor rules and regulations

3) Budget versus Actual (BvA) Reports 

  • On a monthly basis prepare Budget Versus Actual expenditure reports and send this out to all relevant staff on a monthly basis. The expenditure report should include a brief commentary on matters arising as identified from the report
  • Follow up with the same staff to get feedback on any matters arising out of the report that need to be clarified.
  • Ensure that any proposed adjusting entries are reviewed and acted upon within the month identified to avoid recurrence of the same issues.
  • Train staff on how to interpret the financial reports and what appropriate action to take so as to address matters arising

4) Budgeting                                      

  • Review and supervise updating of country office-operating budget to ensure that it is up to date for all funding sources; that the costs are adequate in terms of completeness and reasonableness; that the country office has a plan for funding “gaps”, if any
  • Ensure there is a participative approach in the budgeting process which involves finance, procurement, logistics, administration, programs, human resources and grants unit
  • Ensure that there is available standard budgeting information, which is current, on shared expatriate costs, in the IRC format, to grants and program staffs to enable them prepare budgets with accurate figures. This information includes but is not limited to salaries, benefits, R & R, housing, education etc.
  • Ensure that there is available standard budgeting information, in the IRC format, on shared costs for all offices. This information includes but is not limited to Erbil and Field Offices shared cost- rent, utilities, office supplies, vehicle running and maintenance, fuel etc.
  • Ensure that approved grants budgets for each T1 are entered in SUN promptly
  • Ensure that mapping of budgets from the IRC format to the donor format is correctly done
  • Review budgets to ensure that all costs have been fairly allocated, unit costs fairly arrived at, TU costs adequately budgeted, ICR correctly allocated etc before forwarding the same to the Finance Controller
  • Forward to the Finance Controller the complete package of donor proposal for his review. These includes the checklist, budget narrative, budget in donor format, budget in IRC format etc
  • Participate with grants and program staff on all budget realignments ensuring that the process is being done correctly taking into account the latest available information

5) Staff Training

  • Train grant staff and finance staff on the different donor reporting format and requirements
  • Train staff on IRC budgeting process
  • Train staff on Shared Program Cost allocation methodology
  • Assess the skill and experience of the Finance staff and provide training, in both the field offices and the main office on matters related to grants, contracts and budgets
  • Train Project Managers/Field coordinators on how to monitor their budgets, code expenses and the proper use of T3’s and T2’s.

6) Internal Control Assessment 

  • Ensure that there is appropriate allocation of shared costs to grants as supported by the SPC calculation methodology which can be justified to auditors
  • Ensure that all relevant/senior staff are aware of various donor rules and regulations that play a role in their work, especially procurement and inventory management staff.

Key Working Relationships:

Position Reports to:  Finance Controller                                 

Position directly supervises:   Finance Controller        

Professional Standards

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.

Job Requirements:

  • Bachelor’s degree in Accounting, or Finance or CPA.  Advanced Diploma in Accounting from recognized College/Institutions
  • minimum of three (3) years of accounting experience.
  • Computer literate with significant experience in excel, accounting package knowledge (SUN system) will be an added advantage.
  • The candidate should be mature, with stable personality and ability to maintain confidentiality.
  • The candidate should also be flexible to adjust to the requirements of the HQ accounting cycle and requirements of the Field Finance Department.
IRC leading the way from harm to home.

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.

If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time. Please contact Talent Acquisitions at IRC.Recruitment@rescue.org. As required by law, the IRC will provide reasonable accommodations to qualified applicants and employees with a known disability.

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The International Rescue Committee responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future.

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