DRC-IRCS Projects´ admin-finance Assistant

The Projects´ Admin-Finance Assistant provides general support to IRCS HQs Departments and relevant branches in the application and follow-up of administrative and finance processes to enable smooth implementation of activities of DRC supported projects in timely, transparent, and effective manner.

The Projects´ Admin-Finance Assistant will work closely with DRC delegates /staff and the staff of IRCS related departments and branches.

The main responsibilities and tasks of the assistant are found below:

Responsibilities

1. Monitor, follow-up and streamline partners’ communication (emails) with IRCS, wherever delays and bottlenecks are identified (e.g., programme departments, support departments, validation at SG or President’s office … etc.);
2. Preparation of all IRCS Financial Reports related to DRC projects, including quarterly and Final reports
3. Draft payment documentation, internal memos and IRCS instructions, ensure required signatures from different IRCS senior/relevant staff are completed until cheques are issued, weekly and monthly cash inventories and bank reconciliations etc.
4. Regular updating of IRCS Financial software with all DRC expenditures and payments.
5. Monitor and follow-up the receipt and use of DRC’ funds, in particular:
   • Utilization and release of funds for planned/approved projects/activities in accordance with signed project agreements in support to HQs Departments and relevant IRCS branches.
   • Support the reconciliation of project expenditures and advances, follow-up on the completion of finance reports in accordance with deadlines, monthly bank statements of project bank accounts (from IRCS Finance Department or from the bank).
   • Follow up on reimbursement of advance balances, ensuring that amounts are deposited to corresponding projects´ bank accounts, including branches when applicable.
   • Organize supporting documentation to be submitted regularly to DRC in the correct format and frequency as per donors’ requirements.
   • Supporting the audit department in organizing and coordinating all audit processes and audit visits, i.e. preparations of the samples and following up on the required approvals, including internal and external IRCS audits.
6. Monitoring DRC’s bank accounts and ensuring availability of funds, consistency of figures, monthly preparation of the bank statements etc.
7. Ensure cash requests are processed, approved, and submitted to DRC in a timely manner.
8. Supporting the IRCS Finance department with payment of all DRC related expenditure, including cheque preparation, bank account selection, paying the suppliers etc.
9. Proper archiving of all DRC Financial and Administrative documents
10. Train and guide IRCS branches in the correct elaboration and submission of projects´ documentation
11. When needed, visit projects’ sites and IRCS branches with DRC delegates to identify potential challenges, make the necessary modifications in case of deviations and give guidance to IRCS staff working in the different branches.
12. Develops and maintains a pleasant and conducive working environment with colleagues and line managers, representing DRC in a positive manner.
13. Any other duties assigned by DRC related to DRC supported projects.