The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 people are internally displaced and 12.2 million are in need of humanitarian assistance. There are over 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 IRC is offering a robust humanitarian response to the Syria crisis. With an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by nearly 1250 staff, IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, water and sanitation, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding, and coordination.
Under the supervision of the Regional Finance Director, the Sr. Finance Manager will be the focal point for all finance administration-related activities in the Regional Office that support the Syria Regional Response team in Amman.
The Sr. Finance Manager will also be responsible for all accounting and finance functions of the regional office, including; the development of the annual operating budget and regional grants budgets, review of actual spending to budgets, preparation of journal entries, preparation of internal and external reporting; etc.
Finance verification of Documents:
Review and verify all requests submitted by regional staff: Purchase Requests, Travel Requests, Travel Expense Reports, and other to ensure they are complete and accurate and supported by all relevant documentation and according to Authorization Approval Matrix.
Make sure that:
- IRC policies and donor regulations are strictly adhered to;
- Expenses are allowable, allocable and reasonable;
- Correct account codes used;
- Calculations are correct (this includes test of the mathematical accuracy of invoices, receipts and supporting documents to payments).
Cost tracking and payments:
- Work with Senior Regional Administrative Officer to track, review and verify bills received for facilities (office, guesthouses, and staff residences) including utilities, internet, maintenance, office and kitchen supplies, new furniture or equipment. Work with Senior Regional Administrative Officer who will prepare payment requests and obtain approvals.
- Provide technical advice or support as needed to the Senior Regional Administrative Officer in the follow up on payments to vendors for services and items procured for the Regional Team;
- Run spreadsheet for regional office payment requests and reconcile with Jordan Country office finance team in the end of the month.
Tracking and Coding of Shared Office Costs:
- Work with Senior Regional Administrative Officer to prepare annual hosting agreements for all staff hosted by the regional office. Obtain approvals and relevant codes. Update agreements as needed throughout the year;
- Keep shared office costs spreadsheet up-to-date based on the facility allocation map provided by the Senior Regional Administrative Officer;
- Ensure shared office costs are accurately coded;
- Ensure that shared costs are reallocated at least quarterly to the correct units and the budget holders of those units are notified beforehand.
Planning and Budgeting:
Under the direct supervision of the Regional Finance Director
- Prepare and update the Regional office Annual Operating Budget; consult with relevant staff as needed to get input on Regional Staff Payroll and local Allowances, Regional Staff Direct costs (Travel, Meetings, Training, workshops, Software, Subscriptions, consultancy, etc.) and Regional Office costs (including Shared costs)
- Assist regional staff to identify those activities needed to support the implementation of COs proposals and estimate total expected coverage and gaps
- Determine actual and projected coverage of Regional Costs:
- Support regional staff with the realignment of costs when applicable;
- Prepare and maintain a detailed mapping of SRR Grants –including grants details using documents such as Country offices FM1 reports (Awarded Grants and Grants in Pipeline) and Spending Plans per CO monthly BvAs;
- Use the mapping to assess the proportion of individual grants spending to total SRR portfolio during the grant proposal period and the level of effort that may be required from regional staff to support each grant.
- Identify donors’ reporting requirements and develop standard reporting formats to aid in the consolidation of grant budgets and expenditures. Review and consolidate XB Grants Proposals using Donor format – verify if the costs are pulled correctly from ICR Budgets into the Donor format and communicate inconsistencies.
Analysis of Actual Spending and comparison with budget:
- Use Q&A to prepare monthly BvAs for regional funds/grants – Unrestricted, Temporary Restricted and Grants- and compare Actual spending to budgets;
- Ensure that program activities are on track according to plan;
- Ensure that all costs are supported with proper supporting documentation and comply with donor regulations on allowable costs;
- Maintain a system to track commitments and outstanding contract amounts;
- Provide management and budget holders with monthly actual-to-budget expenditure reports and analysis for all grants and unrestricted funds;
- Identify and investigate source of discrepancies/miscoding and discuss necessary remedial actions;
- Propose and prepare budget revisions/realignment as necessary;
- Prepare adjusting entries for review and approval.
Review, reporting, and forecasting:
- Review all costs charged by country offices (mainly Jordan office) to the SRR grants before they are submitted to HQ Finance for clearance on a monthly basis. Ensure they are backed by complete documentation and correct regional codes are provided for recoding;
- Produce required monthly and adhoc reports for Regional Office;
- Prepare donor reports enough time before deadline to ensure the report is reviewed and is accurate;
- Report any discrepancies/miscoding/missing entries that need to be adjusted manually in the report (using the IRC approved methodology) if the actual adjusting transaction cannot be entered in the accounting system before the end of reporting period;
- Develop accurate cash forecasts of the Regional program needs.
- University degree in a relevant field.
- Minimum of 3 years of professional experience in finance administration, preferably with at least one year with an international NGO or multi-national firm.
- Proven experience of successful budgeting, including development of a budget, realignment, and spending according to plan.
- Excellent written and verbal communication skills, in person and over the phone.
- Excellent organizational skills, for supporting, maintaining and tracking expenses and supporting documentation.
- Strong teamwork and coordination skills, in order to collaborate effectively with different IRC Jordan country program teams.
- Self-motivated, honest, highly responsible, and punctual.
- Exceptional attention to detail.
- Fluency in Arabic and English.
- Strong sense of personal integrity.
- Ability to improvise and be flexible when needed.
- Proficiency in Microsoft Office.
The IRC and IRC workers must adhere to the values and principles outlined in 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 Anti-Retaliation and Combating Trafficking in Persons
Working Environment: Standard office work environment.
Returning National Candidates : IRC strives to attract, motivate and retain qualified national staff in our programs. We strongly encourage national or returning national candidates to apply for this position. If you are a national of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Syria Response Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply.