Budget & Reporting Coordinator

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.

The IRC Yemen began its programs in October 2012 and is operating in eight governorates in the south and north of Yemen through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

Scope of work & job summary:

This position is dedicated to support the functions of program financial analysis, grant financial management and reporting. Comprehensive budgeting, analyzing skills and experience combined with managerial and supervisory abilities are required, including a flexible approach to ad hoc tasks as they emerge.

The Budget and Reporting Coordinator will ensure that budgets and grants financial management issues are immediately attended to, reporting and budgeting tasks are submitted on time and that grants and contracts are fully implemented and spent in compliance with donor, government and IRC requirements.

As a team leader, this position will ensure development and integration of budget management and analytical tools in the day-to-day work of the finance and non-finance team to improve efficiency and compliance.

Main responsibilities

• Review and update the country program annual FY operating budget costs and coverage to ensure it is updated for all funding sources and costs; in terms of completeness and reasonability; performing analysis on the country office programmatic and support gaps

• Ensure there is a participative approach in the budgeting process involving finance, procurement, supply chain, program sectors, HR, Liaison, Field management, grants unit

• Ensure the most updated standard budgeting information and internal templates on shared program costs planning and charging projections to grants.

• Ensure that approved grants budgets for each D1 are created and posted in Integra promptly in advance

• Ensure accuracy of the mapping and linking of budgets and reports between the IRC internal template to the external templates.

• Ensure accuracy of the proposal budgets preparations to ensure coverage of all rated costs and unit costs have been fairly allocated and included and budgeted for the final review and signoff for further approvals and submissions.

• Work with Government Liaison to ensure donor and IRC internal budget templates are mapped and linked to government reporting templates to ensure compliance and actions at the time of budget preparation stage. Address/respond to feedback from government authorities related to budget or expenditure in consultation the Liaison as required

• Participate with Budget holders and Grants unit on budget realignments preparation ensuring accuracy of information, including the most up to date available information

• Prepare the required monthly, quarterly or annual reports per donor financial reporting requirement, ensuring they are completed accurately with adequate review timeline for approval and submission.

• Ensure all reports are reconciled and in agreement with the balances per Integra ERP & Power BI reporting system, as part of the preparation before further submission.

• Work closely with the accounting finance to ensure any adjusting entries are prepared, posted and communicated for proper action.

• Ensure all donor and government reports submitted are filed appropriately on the assigned box folder for future reference and verification

• Ensure all relevant grant codes are available to relevant budget holders, through proper communication.

• Establish and maintain a proper filing system for all financial budget, reporting related files for all grants project code. These include but are not limited to financial reports prepared and submitted, budget modifications, in addition to, the related communications etc.

• Attend and represent finance in the Project Cycle Meeting -PCM (Design, Opening, implementation, closing, Learning Meetings) and Sub-awards partners meetings, going through actuals, projections, highlighting issues and risks, suggested best course of actions as needed.

• Work with the grants team to ensure that all related award information is presented accurately on OTIS system and disseminated to relevant program, finance and operations staff

Budget versus Actual (BvA) & Analytical Spending Plans Projections Reports

• Supervise the monthly preparation of the Budget Versus Actual -BvA including the actual expenditure and spending plans, to be shared with all relevant staff. The expenditure report should include an analytical commentary on matters arising as identified while preparing the reports

• Follow up with relevant staff to get feedback on any matters arising out of the financial reports that need to be clarified to recommend or take action.

• Ensure any proposed adjusting entries are reviewed and acted upon then posted within the month identified to avoid recurrence of the same issues.

• In liaison with the supply Chain department, review the monthly inventory balances, external and internal commitments for financial obligations included or not yet captured in the financial reports,

Staff Training & Capacity Building

• Perform grants financial management trainings and capacity building to finance and non-finance staff on internal BVA, spending plans and projections, budget requirements, accuracy of projections and proposal budget costing and preparation process

• Perform staff trainings on the IRC Shared Program Cost allocations and methodology

• Build up the skills of the Finance staff to provide trainings, in both the field offices as well as the main office on matters related to grants financial management and tracking of budgets spending

• Perform trainings to the budget holders/ Project/ Field Managers/ Coordinators on how to monitor their budgets lines, code expenses and the proper use of the categorization of costs: Dimensions D codes and chart of account use.

Requirements:

Education: Advanced degree in Finance, Accounting, or related field: economics, commerce, statics

Experience: Minimum 7 years in financial analytical and reporting experience, handle financial projects budgets. INGO experience preferred.

Skills and Proficiencies:

• Excellent, advanced analytical skill is essential

• Very good written and oral communication skills, including the ability to present to groups of all sizes.

• Ability to work under minimal supervision and deliver on set objectives within given timelines.

• Ability to work effectively handling multiple simultaneous tasks and demands coming from multiple sources.

• Detailed oriented, perseverance, subtlety, and appropriate assertiveness.

• Proficiency in MS Office software –Excel, PowerPoint and Outlook.

• Experience working with ERP system preferred

Working relations:
Position Reports to the Deputy Director Finance
Directly supervises the Budget and Reporting team.
Coordinate and work mainly with the Grants and Programs teams, with close collaboration with all support departments.

**Standard of Professional Conduct:**The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.