Consortium Finance Coordinator at the International Rescue Committee (IRC)

The International Rescue Committee (IRC) is an international company that helps people to survive and rebuild their lives, it was founded in 1933 at the request of Albert Einstein. They are all over 40 countries and 22 U.S. cities.

JOB TITLE: Consortium Finance Coordinator

JOB LOCATION: Maiduguri, Borno
Sector: Finance
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No

JOB DETAILS:

• The Consortium Finance Coordinator is a key position for the BHA MMC/Jere consortium which provides support to IRC programs implemented through consortium. The position is primarily responsible for providing oversight and day-to-day financial management of the IRC led consortium, in very close coordination and cooperation with the IRC Nigeria Finance Team.
• The position will be responsible for capacity building of consortium members, to build their financial management and administrative capacity. Consortium Finance Coordinator will work in close collaboration with staff in the Program teams, BHA MMC/Jere Consortium team and Finance teams.
• The Consortium Finance Coordinator will provide support to the BHA MMC/Jere Consortium team to review partners budgets at the proposal stage, participate in pre-award vetting processes, document all financial matters related to sub-awardees’ finances to assure audit readiness at all times, and manage sub-awardee finances documents/reports including budget review, financial report review, providing guidance and training related to finance to sub-awardees in order to strengthen their capacity.
• The Consortium Finance Coordinator acts as the focal point for financial and compliance aspects of the BHA MMC/Jere Consortium for sub-awardees, including ensuring high-quality financial monitoring of sub-awardees.

Major Responsibilities
Financial Management:

• Participate in partner’s proposal review and modification process focusing on sub-awardee budget.
• Verifies partners’ financial reports and supporting documentation, making sure that expenses are reasonable, allowable, and allocable to the approved budget and comply with donor’s regulations.
• Communicate findings to partners and ensuring timely follow-up to provide solutions and documenting the findings. Reviews must be based on partner risk and sampling or review of full documentation, as required.
• Ensure proactive communication with sub-awardees about the submission of their financial reports according to terms of their sub-awards.
• Ensure tracking of sub-awardee submission of financial reports, communicating delays to the Consortium Lead Coordinator
• Review and validate spending plans from partners against reported expenditures, following-up with sub-awardees as needed.
• Submit summary of reported expenditures and spending plans to Consortium Lead Coordinator and Assistant Finance Controller and Deputy Director Finance, outlining follow-up steps.
• Making sure that the sub-awardee financial reports are approved (signed) by the appropriate authority within IRC, preparing the Journal Voucher, fully coded and submitting to the Abuja finance team in hard and soft copy for posting into the SUN system.
• Respond to questions that arise from the Assistant Finance Controller and IRC HQ/UK regarding submitted financial reports.
• Prepare Payment Requests for Sub-Awardee payment (advances and reimbursements), respond to questions that arise from the Abuja finance team and IRC HQ regarding submitted payment requests.
• Ensure timely follow-up on the status of payments release, tracking them and informing sub- awardees in a timely manner on the status of the payments. Follow up with IRC HQ and sub- awardees confirm transfer and receipt of payments, respectively.
• Ensure the financial monitoring and spot check visits to sub-awardee offices is conducted according to IRC requirements and standards.
• Ensure monitoring visit plans drafted and submitted ahead of visits to Assistant Finance Controller to review and share monitoring visit reports in a timely manner to partners.
• Participate in case management meetings with the program, finance, supply chain and other staff to respond to regular issues as they arise within partner management and ensuring properly coordinated and managed responses to sub-awardee issues as they arise.
• Reconciling the sub-grantees advances on monthly basis, reports to the Assistant Finance Controller on all over-due, unliquidated advances, update on monthly basis all tracking sheets for sub-grants finances.
• Ensure that a sound, accurate and organized archiving system is in place, both hard and soft (electronic) copies for all financial reports and their supporting documents.
• Work with Assistant Finance Controller to collaborate internal and external audit to ensure proper compliance with all regulations and to ensure that all sub-awardee files in hard and soft copies are always 100% ready for audit.
• In coordination with Consortium Lead Coordinator and Assistant Finance Controller, develop or revise sub-awardee financial templates (including proposal budget formats, monthly/quarterly reporting templates, and other documents, as need).
• Contribute to provision of guidance notes to sub-awardees for use of appropriate templates, overall budget drafting and submission as part of calls for proposals sent to partners. Depending on nature of call, provide appropriate level of support current and potential sub-awardees to ensure proposal budgets and budget narratives meet IRC and donor requirements within set deadlines for submission.

Sub-Grant Modifications:

• Review all sub-awardee budget modifications in coordination Consortium Lead coordinator, and Consortium Grants Manager ensuring clear action points for follow-up are communicated.

Vetting and Capacity-Building of Partners:

• Ensure Pre-Award Financial Assessment (PAAs) is conducted for all new potential partners, as well as update the PAAs for all existing partners, on annual basis. Report to the Assistan
• Finance Controller and the Consortium Lead Coordinator on the findings and provide recommendations for improvement.
• Support in developing risk management action plan and suggest corrective actions to address/mitigate risks identified during the PAA process.
• Design, update and deliver financial management training for partners’ staff, working closely with the Assistant Finance Controller on the training materials according to the needs in order to build the organizational capacity of the partner.
• Conduct finance and general compliance monitoring visits to partners together with Consortium Grants Manager and prepare monitoring report and action plan to submit to Consortium Lead Coordinator and share with partners in timely manner for each visit.

Management:

• Take the lead on the finance section of the Grant Opening, Review and Closing meetings, making sure that the partners are fully aware of donor regulations, all financial reporting requirements in terms of required documentation, reporting templates and deadlines.
• Represents Finance in Sub-Grants Workshops, being the key facilitator and presenter for all Sub-Grants’ finance related sessions.

Other:

• Provide assistance with requests from IRC headquarters as directed by the Deputy Director Finance
• Any other duties as assigned by the Assistant Finance Controller and Consortium Lead Coordinator.

Key Working Relationships

• Position Reports to: Assistant Finance Controller
• Indirect/Technical Reporting: Consortium Lead Coordinator

Key Internal Contacts:

• Country Program:
• Region/Global:

Qualifications
Education:

• Bachelor’s Degree in Accounting, Finance, or any related field.

Work Experience:

• Minimum of 7 years of progressive work experience in a non-profit setting overseeing and managing partners’ projects funded by major institutional donors, particularly BHA.

Demonstrated Technical Skills:

• Detailed knowledge of BHA rules and regulation
• Experience in training, capacity building, and mentoring of staff, NGOs/CBOs.
• Excellent oral and written communication skills, including the ability to present to groups of all sizes.
• Self-starter with ability to work independently and part of a team.
• Demonstrated ability to work effectively under pressure and handle multiple simultaneous.
• Willing to travel within Nigeria.
• Hard-working, sharp, and detailed oriented.
• Exceptional interpersonal skills; tact, patience, diplomacy, and appropriate assertiveness.

Languages:

• Fluency in English

Computer/Other Tech Requirements:

• Proficiency in MS Office software suite – including Word, Excel, PowerPoint and Outlook.
• Experience working with databases and/or other tracking systems.

Ability to Travel:

• % of time if applicable.

Standards of Professional Conduct

• The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of 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, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality:

• IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Application Closing Date
Not Specified.

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Working Environment

• IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.