Ethiopia: Finance manager ERM (OFDA and ECHO)

Scope of Work

The Finance Manager –Sub-grant’s is in charge of the IRC Ethiopia Program sub grant management functions, including managing Budget Vs Actual, partnership capacity building and assisting FC on grant and sub grant management.

1)Emergency respond

Ø Manage the emergency finance team, providing clear objectives, performance management and technical support and capacity building / training. Provide technical supervision of field finance staff.

Ø Develop a financial and accounting training programme and provide support to budget holders, finance staff and local partners if applicable.

Ø Identify and address key financial risk areas in the planning phase as the nature of the emergency will have changed the operating environment.

Ø Review / develop, co-ordinate and administer the plan for the control, monitoring and reporting of financial operations to include controller, treasury, payroll and budget functions, & development of accounting systems and procedures.

Ø Update the budget holders list and authorization limits regularly and disseminate to the concerned staff. Ensure compliance to scheme of delegations and report any deviation to management.

Ø Review all PR and Payment according to the Authorization limit.

Ø Actively engage in the reconciliation exercises between financial, Grants, Supply Chain, t and CET/ERR Team as part of the assurance mechanism related to humanitarian outputs.

Ø Update Financial information, for respective sector as needed.

Ø Active participation for the preparation of the emergency programme master budget to show funding requirements and ensure it is communicated regularly.

Ø Assist in providing Financial Planning information by the specific deadline dates

Ø Manage the ERR cash flow to ensure timely and secure transfer of funds to meet programme needs

2) Partnership/Sub-grant Process:

a) Work with Partnership unit and technical staff to organize capacity and risk assessments for partners.

b) Help facilitate the sub-award proposal review process as needed

c) Further develop partnership templates and contracts in conjunction with the Partnership unit and finance controller /grants.

d) Work in collaboration with Operation, other IRC finance team, and program staff to manage sub-agreements.

e) Contribute to IRC Ethiopia partnership strategy development as needed/requested.

2)Partner Monitoring & financial report verification:

a) Support emergency response team in monitoring sub-grantee partner donor compliance and progress against objectives, developing monitoring tools as needed.

b) Liaise with partnership unit for timely submission of accurate financial reports.

c) Conduct monitoring trip to existing sub-grants

d) Carry out all Pre-Award Assessments – including the defining of capacity building issues – for prospective partners and feedback to CP staff and HQ, in a timely and comprehensive fashion

e) Review financial report submitted by partners and provides immediate feedback as necessary

f) Carry out subsequent visits to partners who are selected, in order to develop a Capacity Building Plan with specific action points, incorporating this into the negotiation phase for the Sub-Grant Agreement transfers

g) Conduct training to IRC partners finance staff

h) Assist in review of sub grant policy and roll-out of new policies.

i) Manage the sub award closeout process in compliance with donors and IRC regulations

j) Coordinate communication between IRC Finance, grants, program and sub grantees.

k) Ensuring that all partners submit their financial report on timely fashion and fund to be transferred to partners without delay

l) Assist on post-award monitoring and filed visits to ensure that IRC requirements are being followed by the sub grantees.

m)Ensure budget and other operational policy and producers are respected by partners.

3)Capacity Building:

a) Contribute to the development of capacity building strategy, particularly under the emergency response program.

b) Work with Partnership unit, and operations and technical teams to schedule and implement capacity building plans which may include formal training, mentoring, and experience sharing visits.

c) Work with Partnership manager to establish linkages with other organizations that have capacity building programmes, with the aim of experience sharing.

d) Track and document assessments of the impact of capacity building interventions, including regular reports/updates on partner capacity building activities.

4)Documentation and Reporting:

a) Maintain comprehensive electronic files for the emergency response program, including partner files. And hard copied in their respective sub-agreement box files and label them correctly.

b) Working with the emergency response team, review monthly internal reports, compile and submit partner reports into overall donor report, and support government reports/agreements for the emergency response program as needed/requested.

5)Donor Reports

a) Preparation of draft donor reports for review by the Finance Controller

b) Analysis of actual to budget results to identify problems in accounting or compliance

c) Identification of procedural or training issues to be addressed to improve the quality of report data.

d) Preparation of the creation of detail level budgets in IRC SUN format to ensure required donor reports can be produced form the accounting system

6)Budgets

a) Assisting in the preparation and maintenance of the country’s Operating Budget to ensure data is complete and maintained on a timely basis.

b) Preparation of monthly management reports analyzing the use of sub-grantee funding versus approved allocation as well as spending analysis.

c) Assisting in the development and preparation of cost allocation processes for overarching costs that comply with donor regulations on allowable costs.

d) Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.

7)Staff Performance and Management

a) As part of his/her supervision responsibility, set and agree with the Finance officer Key performance objectives for each financial year in line with the Department goals.

b) Provide the Finance Officer conducive work environment; business tools, support and relevant training necessary for them to perform their work.

c) Monitor the performance of the sub-grant Finance Officer through the year providing regular feedback on progress towards meeting agreed objectives and any improvement needed.

d) Conduct an annual performance appraisal.

8)Other Duties

§ Contribute to the overall proper functioning of the Finance department by taking on any other duties assigned by supervisor.

§ Contribute to the overall improvement of the financial and accounting system in ETHIOPIA by providing recommendation to supervisor for consideration on specific areas that could be improved.

§ Contribute to team work and team play.

o Ensure International Rescue Committee is in compliance with all local laws (e.g. Tax, 70/30 , etc).

o Facilitate any external audits and audits conducted by the Internal Auditor and other headquarters personnel

Requirements/Qualifications

· First Degree, Post Graduate Degree/MA and Msc.

· 6 years of relevant experience with first degree.

· 3 years relevant experience plus post graduate.

· NGO experience

· At least 2 years senior level management experience.

Skills required

· Proven management skills.

· Computer literate.

· Project management experience.

· Proposal and report writing skills.

· Excellent representational skills.

· Excellent communication and interpersonal skills.

· Please send your CV, application letter and copies of credentials to the following address: IRC – Addis Ababa Office P.O.BOX 107 Code 1110.

· Please include 3 references

· Applications will not be returned. IRC discourages phone calls or personal visits.

· Only applicants meeting the minimum qualification will be short listed and contacted.

Your application letter/cover letter must include the following information.

· Name of the position you have applied for

· Date of application

· Summary of your qualifications and experience

· Motivation/objective of why you have applied for the job

· Permanent Address and present address (if different form permanent) and telephone number

· Disclose any family relationships with existing IRC employees.

Are any of your relatives employed by International Rescue committee (IRC)?

If answer is “yes”, give the following information:

YES NO

NAME

Relationship

Position

Office/field office

IRC is an equal employment 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 or disability.