Town

Lubumbashi

Functions

Human resources & Financial services

Closing date

22/10/2020

Finance & Compliance Lead

Job Description

The International Rescue Committee (IRC) 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, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The IRC currently seeks a Finance Lead for its Integrated Health Project (IHP) in the Democratic Republic of the Congo to oversee the financial management, reporting, monitoring and compliance issues of the project. The project will be implemented using USAID contract rules and the IRC is a sub implementer with Abt Associate as a prime. The IHP project is a seven-year project funded by USAID and will be implemented in South Kivu, Tanganyika and Haut Katanga provinces.

BACKGROUND
The International Rescue Committee is one of the largest providers of relief and development assistance in the Democratic Republic of Congo with a current annual budget of over US$ 27 million and approximately 272 staff. In four of DRC’s provinces, IRC directly implements programs in the sectors of health, governance & community development, women’s protection & empowerment, education, and emergency response through a network of five field offices and a range of community partnership. IRC is present through its direct programs and through partners in these provinces.

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, and Anti-Retaliation.

JOB PURPOSE/SCOPE
The Finance Lead for IHP project has overall responsibility for the financial management functions, internal controls, reporting (internal and external), key partners financial monitoring and compliances functions for the project. The responsibilities include, but not limited to internal controls, internal and donors report, budget updates, proposal budget development, project financial report analysis, donor invoice submission on time, conduct regular field monitoring visits, staff training & financial management functions of the IHP project.
The Finance Lead will be the primarily focal point for every financial question regarding the IHP project. He will work with close collaboration with the IHP Team Lead to ensure a sound financial management of the IHP Project
The Finance Lead for IHP directly reports to the IHP Team Lead and technically reports to the DRC Finance Controller. He / She also works closely with other project management staff. He/she is expected to spend 30% of the time in the project sites ensuring implementation and management of the project is in line with USAID contract guidelines and contract terms and conditions.

KEY RESPONSIBILITIES
• Financial Accounting and Controls
o Review the monthly expenditure reports for the project and submit to the Finance Controller and IHP Team Lead. The expenditure report should include a brief commentary on matters arising as identified from the report.
o Submit the monthly and quarterly invoices to Abt as on or before the agreed deadline.
o Coordinate the responses on queries received from Abt on monthly invoices and submit them within agreed deadline.
o Share the spending analysis report monthly. Any issues with spending should be highlighted and brought to the attention of the IHP Team Lead and Finance Controller.
o Review the Monthly Balance Sheet Analysis for the IHP project and submit to Finance controller and IHP Team Lead; Follow-up on accounts that need action from each field office.
o Provide analytical reports on project expenditures, forecasts or financial data as may be needed by the project staff.
o Ensure adequate financial management and controls of the project including quarterly/monthly invoice reimbursements.
o Follow up on collection of receivable from Abt and maintain a tracking sheet for any outstanding payment due.
o Develop plan and review health zones financial reports and records and provide regular feedback and suggestion for improvement to IHP Team Lead and Finance Controller.
o Develop a tracking system for the management and monitoring of the fixed fee budget.
o Ensure that the performance based fixed fee is well supported and ensure the fixed fee is included in the monthly invoice upon achievement of milestones.
o Develop a coding system that will enable proper tracking of unbillable costs and minimize the risk of over-charging the fixed fee.

• Contract Management and Reporting
o Monitor spending and prepare a request for increase of obligation to be submitted to Abt Associate once spending reaches 75% of current obligated amount. Ensure all accompanying document for the obligation increase are prepared, such as budget revision and pipeline analysis
o Work with the Project Accountant to prepare the pipeline analysis to accompany the request for obligation increase
o Work with Project Accountant to prepare the quarterly accrual and information for the annual DBA insurance coverage for staff to be submitted to the donor.
o Prepare and maintain the Contract Budget to ensure data is complete and maintained on a timely basis.
o Secure any applicable waivers from Abt, if required in the project. Maintain a filing of different waivers obtained for audit trail purpose.
o Work with Project Accountant to perform budget revisions and realignments with project staff when needed.
o If required by the donor, ensure that Match Funding is identified and appropriately recorded and reported.
o Work with Program staff and Project Accountant to prepare budgets to support new proposals or budget realignments. Ensure adequate coverage of direct project operating costs.
o Analyze invoices prepared by the Project Accountant before submission and validate each cost with USAID cost principles. Ensure all costs invoiced are in line with approved budget and are billable.
o In coordination with program staff prepare and regularly update spending plan.
o Insure that consolidated monthly cash request and expense projection is prepared. Analyze any variances between projection and actual spending. Work with field and Team Lead and field staff to help them develop more accurate cash forecasts.
o Work with the program team to ensure that narrative report is compliant with the financial data.
o Ensure all staff charged to the IHP project have an approved biodata and work with Contract Manager to submit biodata for any new staff working on the project.
o Work with the IHP Project Accountant in the preparation and revision of the Country Operating Budgets for the IHP project.
o Ensure compliance with donors ‘rules on all aspects including budget flexibility and flag any relevant issues on time.

• Field Monitoring and Training: Field Monitoring visits, training and reporting are one of the key tasks of the IHP Finance Lead.
o Develop and maintain Financial Monitoring Plan for the project.
o Conduct monitoring visits to the IHP Project Offices on a quarterly basis to perform financial reviews and training of the staff.
o Review IHP field offices controls, risk management, governance structures, expenditures and receipt transactions, fund management and monitoring of compliance with established procedures and contract terms and conditions.
o Compliance risks/issues throughout the project are proactively identified and advice is offered to focal points and other IRC DRC staff (Senior Management, Finance Controller, Procurement, etc.) in line with USAID contract regulations

REQUIREMENTS
• Minimum Bachelor’s degree in Accounting, Commerce, Economics or Business Studies.
• Minimum 5 years experience in financial management with INGOs, with at least three years at supervisor level.
• Experience of managing large donor projects.
• Knowledge of USAID donor rules and regulations required. Work experience with USAID contracts highly preferred.
• Knowledge of computerized accounting software, preferably SUN System and high-level/advanced Excel.
• Prior working experience with international donor funded organizations.
• Good communicator with strong organizational, time management and analytical skills;
• Excellent inter-personal, cultural and diplomatic skills;
• Strong capacity to mentor and build capacity of staff;
• Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments;
• IRC experience preferred
• Fluency in French and English, spoken and written, is essential. Knowledge of Kiswahili is a plus.
• Able to work with limited supervision, be flexible and comfortable in a multi-cultural work force and work under pressure and challenging conditions.
• Willingness to visits field offices and travels to project sites and report writing skills.

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, and Anti-Retaliation.

IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.

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