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Budget and Reporting Manager
Job Description and Requirements
The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.
CONTEXTUAL BACKGROUND
The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. There are 4 million Syrian refugees in neighboring countries. 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.
The International Rescue Committee began relief operations in Jordan in 2007 to respond to a massive influx of Iraqi refugees. Today, IRC programming in Jordan is focused on refugees fleeing Syria’s civil war. Since 2012, Jordan has welcomed over 650,000 Syrian refugees. A full 80% live in the Kingdom’s bustling cities – most in poverty. A lead responder in Jordan since 2007, the IRC helps both Syrians and Jordanians in need to survive, recover, and gain control of their future.
JOB OVERVIEW/SUMMARY: This position will be based in Amman and will be the focal person for the IRC Jordan’s Budget and Grants Management function. This requires a motivated, flexible, problem-solving team-player with excellent analytical, communication skills and the ability to prioritise activities and work to tight deadlines.
The Budget and reporting Manager assists the Financial Controller by managing the day-to-day budget and grants management function. Under the guidance of the Financial Controller, the Budget and Reporting Manager ensures that budget and grants management issues are immediately attended to and ensures that donor budgets are prepared in accordance with IRC and donor requirements and are submitted on time. In addition, he/she will ensure that grants are fully implemented in compliance with donor regulations and IRC requirements and will ensure timely submission of donor reports. He/she will develop budget management tools and conduct trainings to improve efficiency, donor reporting and compliance.
RESPONSIBILTIES:
Jordan Country Office Fiscal Year Operating Budget
• Under the supervision of the Financial Controller, the Budget and Reporting Manager will prepare the Fiscal Year Country Operating Budget following IRC standard format
• Ensures that the country operating budget is regularly updated and is available for use as a management tool during the development of new proposal budgets and during times of rapid expansion and/or program reduction.
• Provides recommendations to address projected funding shortfalls or lack of funding coverage for each component of the fiscal year budget.
New proposal Development:
• Acts as Jordan country focal point for new budget preparations.
• Under the guidance of the Financial Controller, prepares budgets for new proposals and revises existing budgets, ensuring that all costs are covered and are not under/over budgeted in addition to ensuring correct use of IRC and donor budget formats.
• Works with the Finance Controller on monthly Shared Program Cost allocations.
• Calculates and Insert the correct Shared Porgram Costs for all new donor budgets.
Grant Management & Reporting:
• Prepares monthly Budget versus Actual (BvA) reports for grants and distributes on time.
• Reviews budget spending and advises relevant staff on spending status. Requests feedback on all over/under spending.
• Prepares and updates spending plans for all active grants in conjunction with designated budget holders.
• Participates in monthly Grant Review Meetings (GRMs) and presents spending status. Follows-up on action points identified during the meetings.
• Attends and provides support to all Grant Opening, Grant Review and Grant Closing Meetings.
• Provides support and feedback to Operations and Program Managers on all questions regarding the BvAs.
• In compliance with donor requirements, proposes adjustment entries required for all BvAs and financial reports.
• Prepare new budget line coding (T2 codes) for each new grant and updates in SUN system.
• Uploads budgets to SUN system when required.
• Prepares donor financial reports for review by the Finance Controller. Ensures reports are in compliance with donor reporting formats and submitted in a timely manner as per contractual requirements.
• Provides advice on key donor compliance requirements in consultation with the Grants Unit.
• Provides guidance on staff salary mapping and guidance on shared program cost allocations for Finance Controller review and further approval
• Provides analysis on grants spending plans vs actual spending
• Reviews PRs and advises on charge codes
Sub grant Management
• Works with partnership department to provide finance guidance for sub award management as per IRC policy and donor requirements.
• Assists the partnership department in tracking and monitoring of sub grantee budgets and providing training to partners on budgeting.
• Assists in the review of new sub award budgets and agreements as required
Staff Management and Development
• Coaches, trains, and mentors staff with the aim of strengthening their technical capacity, exchanging knowledge within the team and providing professional development guidance
• Supervises and mentors direct reports including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and leading documented semi-annual performance reviews.
• Provides constructive feedback and counsel on appropriate career paths and professional development.
• Promotes and monitors staff care and well-being.
• Approves and manages all leave requests to ensure adequate staffing coverage.
• Offers leadership support for successful adherence by staff to IRC’s Global HR Operating Policies and Procedures.
Staff Training
Assist the Finance Controller in conducting regular training sessions for Program, Operations and Finance staff in Amman and remotely for the Field Offices on Budget Management, Reporting, IRC and donor regulations.
PROFESSIONAL STANDARDS: The IRC and IRC workers must adhere to the values and principles outlined in the 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.
KEY WORKING RELATIONSHIPS:
Position reports to: Finance Controller
Position directly supervises: Budget Officers
Indirect Reporting: N/A
Other Internal: Finance Controller, Partnerships Unit, Deputy Director Field Operations (DDFO) as well other Finance, Program and support staff.
External to the Country Office: Regional Finance Controller, Field Coordinators, Regional Program Staff, Regional Finance Director, Regional Finance Manager and Regional Grants and Compliance Manager.
JOB REQUIREMENTS:
Education
A Bachelor’s degree in Accounting, Business Administration, Commerce or Finance, or equivalent technical training certificate in Accounting. Minimum of three (3) years of accounting experience.
Experience
• Minimum 4 years of experience from which minimum 2 years in a managerial level Experience of donor budget development.
• Knowledge of OFDA and DFID budgeting requirements, budget management and financial reporting will be an added advantage.
• This job requires strong analytical skills to be able to make logical and strategic budget decisions.
Skills and Abilities
• Must have demonstrated skills in working remotely and supporting staff in a remote context
• Must be able to function comfortably in a complex work environment, under moderate pressure whilst prioritizing multiple tasks.
• Must be able to communicate effectively (written and verbal) in English.
• Good supervisory, time management and interpersonal skills. Excellent computer skills. Must be able to work under minimal supervision.
Working Envoronment : This post is based in Amman office
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