DEPUTY GRANTS FINANCE MANAGER (6 Months Contract) JOB

DEPUTY GRANTS FINANCE MANAGER TERMS OF REFERENCE

FULL TIME, BASED IN ISTANBUL, WITH DOMESTIC TRAVEL.

ABOUT MAYDAY

Stichting Mayday Rescue Foundation is an international not for profit organisation. Mayday seeks to protect civilians against the effects of war and natural disaster by enabling them to protect themselves. We work where we are most needed: we seek to support the communities that are the most vulnerable and the most exposed to threats from conflict or natural disaster. We build solutions to the problem at hand. Our customers are the civilians we protect. Our method is the capability we build from amongst them. The training and equipment of civilian protection/community resilience capabilities is a means to an end. We measure our performance by how good our teams’ civilian protection service is, as judged by the civilians they, and we serve.

Mayday is headquartered in the Netherlands and operates regional offices in Turkey and Jordan. Our multinational team of 50 specialists has extensive experience in delivering complex programmes.

Mayday Rescue Foundation is an equal opportunities employer and applications are actively encouraged from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

Further information about Mayday can be found at www.maydayrescue.org

SCOPE OF WORK

The Deputy Grants Finance Manager “DGM” will sit within the White Helmets Support Unit (WHSU), a division with Mayday Rescue Foundation’s BATAL (Hero) programme that supports Syria Civil Defence (AKA the White Helmets). Under the supervision of the Grants Manager, the DGM will be responsible for the financial management and reconciliation of sub-grants provided to the White Helmets.

The position will be based in Istanbul, Turkey, with domestic travel as required.

Job Title: Deputy Grants Finance Manager

Grade: D

Duty Station: Istanbul, Turkey

Line Manager: Grants Finance Manager

Line management responsibility: Grants Finance Officers

Full/Part Time: Full time

Contract Period: 6 Months

Probation Period: 2 months

Tasks and Responsibilities

The Deputy Grants Finance Manager will be responsible of performing the following duties:

Grants Finance Reconciliation:

· Oversee and conduct initial validation of the work of the grants officers in verifying and checking the financial documents submitted by the grantee (WH), check the invoices’ payments and coding and identify discrepancies.

· Verify and ensure consistency between the grants financial reports and the technical reports at all times.

· Support the White Helmets to ensure prompt and accurate financial reporting in accordance with donor templates and requirements.

· Prepare and maintain sub-grants financial reports; including a brief commentary on matters identified.

· Oversee and conduct first validation of the processing, release and regular reconciliation of payments for each sub-grant.

Budgets Management:

· Support the WH to design and develop the sub-grants budgets, review their funding requests and assess financial needs.

· Contribute to the design and preparation of Mayday’s overall budgets.

· Coordinate and support budget realignments and annual budget reviews, when relevant.

· Focal person to maintain and update Master Budget of Mayday’s sub-grants to the WH and prepare Budget Vs Actual reports.

· Coordinate with the supply chain to get the pipeline expenses (commitments).

· Coordinate with the Program teams to get the spending plan.

· Consolidate all the information and ensure that Budget Monitoring Tools are produced on a monthly basis and presented to the Projects Implementation Group “PIG” with PVA analysis and financial forecasts.

· Coordinate with the budget holder and advise to avoid disallowed costs and apply the procedures along with donor regulations.

Grants Administration

· Ensure adherence to the financial guidelines as per the Financial Manual and compliance requirements.

· Ensure that comprehensive and timely reports are produced in accordance with schedules and requirements agreed by the donors and Mayday management.

· Collate requirements from the concerned departments and prepare sub-grants agreements.

· Reconcile transfers book and funding accounts between Mayday and the WH on a monthly basis and investigates and resolve the difference in coordination with the finance department.

· Revise and update tools and templates for grants control and donor reporting.

· Maintain tracking systems for grants, including inputting raw data into the grants database.

· Respond to audit enquiries in regards to sub-grants.

· Provide the budget codes to different activities of operations of all sub-grants.

· Maintain grant and contract files.

Coordination and Supervision:

· Act as deputy to the Grants Finance Manager.

· Review and update internal SOPs, templates, contracts and grants management policies.

· Build capacity, coach and provide support to Mayday’s grants officers, answer their enquiries and co-evaluate their performance.

· Train the grants staff on tools and templates, and donor regulations, as required.

· Develop WH capacity on grants management and reporting.

· Contribute to daily, weekly and monthly reporting on the work of the grants projects.

· Convene weekly grants coordination meetings.

· Contribute to a positive working environment by being accessible and available to team members.

Education

• Bachelor degree in Accounting, Economics, Finance or Banking.

• Master Degree in Business, Administration, Finance, accounting or relevant field.

• Specialized accounting certificates i.e. CIA, CPA, CMA is a plus.

Qualifications, education, experience and competencies.

Applicants are invited from persons with the following qualifications or similar and relevant experience:

· 7 years of professional experience in accounting, financial or projects management fields, of which a minimum of 2 years is in a supervisory role in the not for profit or humanitarian field.

· Competent computing skills and experience in a range of software packages with advanced level in excel.

· Demonstrated knowledge of accounting principles and budget design.

· Knowledge of donors grants rules and compliance requirements.

· Fluent in both Arabic and English languages are essential. French and Turkish an advantage.

· Demonstrated capability in preparing and analysing budgets for humanitarian projects.

· Demonstrated skills in developing financial policies and procedures.

· Good knowledge of logistics and procurement standard and alternative procedures.

· Demonstrated attention to detail, following procedures, meeting deadlines and working and problem-solving independently and cooperatively.

· To have a curious mind and a patient, problem-solving attitude.

· Have leadership skills and able to work independently.