Assistant Finance Controller

BACKGROUND:  The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict reconstruction support to victims of natural disaster, oppression and violent conflict in 42 countries. The IRC is committed to bold leadership, innovation and creative partnerships. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

The Ebola outbreak in West Africa is unprecedented in scale and in the response required. No previous outbreak has had as many confirmed cases, or as wide of a geographic spread.  The situation is complicated by the relatively open nature of the regions’ borders, inaccessibility of the terrain and the presence of multiple active sites of transmission. The outbreak in Sierra Leone started in May 2014 and has rapidly spread due to pourous borders, insufficient contact tracing, community fears and misperceptions. 

The IRC is scaling up its response to the Ebla outbreak with an approach that will provide essential logistical support to the Sierra Leonean government led response, while ensuring maximum safety of IRC staff. The IRC will lead in managing and running isolation centers in Port Loko and Bo which includes supply chain management of all medical and non medical supply needs as well as facility management.

SCOPE OF WORK: The Assistant Finance Controller (AFC) will assist the Finance Controller, Finance dept and entire Country Program to provide effective and efficient Finance & Accounting Support Services to the Country Program  as it works towards response to the Ebola outbreak and includes support to the Ebola Response Consortium and other IRC’s Programs throughout Sierra Leone.

RESPONSIBILITIES:

SUN Processing

Control over and/or entry of changes to the Chart of Accounts, Analysis Codes and Exchange Rates, T2s allocations, circulation & management.
Performing and supervising the posting of entries ensuring proper controls are enforced and appropriate systems in place to maintain all required supporting documentation.
Assist in production of required monthly and adhoc reports for Management & HQ and monthly submission of SAF File to NY on timely basis
Ensuring a backup and retention procedure is in place and followed for all SUN master files

Reporting - Donor & Other Financial Reports

Preparation of donor reports for review by the Finance Controller.
Analysis of actual to budget results to identify problems in accounting or compliance
Identification of procedural or training issues to be addressed to improve the quality of report data.
Preparation of the creation of detail level budgets in IRC SUN format to ensure required donor reports can be produced form the accounting system
Preparation of FM01 reports and other reports for internal use by management

Field Office Monitoring, Training & Support

Acting as the primary liaison for the field office finance staff for policy or procedure questions
By frequent visits to the field offices providing training to Field Finance staff on IRC Financial procedures and requirements, assists the Field operational and program staff in finance related issues and activities.
Review of financial data submitted by the field to identify weaknesses or problems being encountered by field finance staff and recommend corrective action.
Assist  the Finance Controller in developing and  revising policy and procedures and  in the implementation.
Carry out Field Monitoring Assessments to identify areas of improvement and training using relevant tools.

Sub-grants & Partnership Management

Assist in identification, engagement and management of relevant Sub-grants & Partners by carrying out Partners Assessments,  follow up on  pre-assessment reviews to determine capacity  needs of sub-grantees
Organize and conduct trainings for partners on financial reporting requirements, relevant donor rules and regulations, organizational development areas and support peer learning between IRC and partners and amongst partners.
Oversee sub-grant reporting and undertake verification of reported expenditure while complying to Financial Reporting guidelines, review the cash request of sub grants and ensure timely transfer of funds, review of sub-grant advanced amounts versus expenditures reported
Assist the FC by Working hand in hand with the Programs and Partnership Manager to identify gaps for capacity building of the partners, maintain Sub-grants & Partner profile checklist, documentation and compliance to Partnership Framework and IRC Finance Manual.

Balance Sheet Accounts

Supervising or performing all balance sheet account reconciliation’s on a timely basis
Ensuring differences or discrepancies are brought to the attention of the FC and that appropriate action is taken.
Recommending standard formats for reconciliation’s and/or procedures to improve the underlying accounting, control or processing of transactions to minimize errors or omissions.

Procurement Accounting

The review of and accounting for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments
Maintaining a system to track commitments and outstanding contract amounts.
Providing input to Purchase Request approvals to ensure commitments are considered before further purchases approved
Primary responsibility for liaison with Supply Chain/Operations dept.
Assisting in or reviewing physical inventory counts and ensuring proper valuation and accounting for inventory or supply items.

Cash/Bank Management & Cash Forecasts

Supervision of the processing of bank and cash transactions.
Ensuring internal control procedures are followed for all cash disbursements, receipts and transfers
Preparation or oversight of the preparation of the cash accounting worksheet
Assist the FC liaison with bank officials to resolve problems or facilitate improved service.
Preparation of cash forecasts and CTR for the country program
Monitoring cash usage and requirements and advises the Finance Controller of possible unusual activity or requirements
Working with field and program coordinators to help them develop more accurate cash forecasts

National Payroll

The processing of the national payroll ensuring standard financial controls are maintained
Ensuring payroll reports and cash is distributed to the required locations in time for all staff to be paid by the last day of the month.
Preparation of the necessary related accounting entries including salary allocations
Serving as primary liaison with Administration and the field offices on payroll related issues
Assist the FC liaison with local government to ensure compliance with national tax and labor regulations.

Internal Audit

Internal audit activities as required by the Finance Controller
Reviews of controls and monitoring of compliance with established procedures.
Preparation of written reports for review by the Finance Controller which identify key issues and provide recommendations for improving control processes or procedures

Budgets

Assist in the preparation and maintenance of the country’s Operating Budget to ensure data is complete and maintained on a timely basis.
Prepare monthly management reports analyzing the use of unrestricted funding versus approved allocation.
Assist in the development and preparation of cost allocation processes for overarching costs that comply with donor regulations on allowable costs.
Work with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of country operating costs and NY direct and indirect costs.
Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
Provide the FC with recommendations for cost allocation systems in accordance with donor regulations

Staff Management

Assist Finance controller in the daily supervision and review of the work flow processes for  efficiency
Prepare a standard work schedule to act as a guide to his/her staff in the department
To represent the finance department in the weekly tender committee meetings when nominated to do so.
To be the Finance Controller's back up in all aspects
Assist Finance Controller in Finance Staff recruitment as required,
Assist the FC in carrying  out finance orientation for new incoming staff and training non-finance staff.

SUPERVISOR: Finance Controller

QUALIFICATIONS

Bachelors degree in Accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting (CPA or equivalent certification would be preferred).
Minimum of three (3) years of Finance & Accounting experience in relief/development organizations and one (1) year direct supervisory experience.
Experienced with various PC and financial related software (spreadsheets, accounting packages), Microsoft office software.
Must be able to function comfortably in a loosely structured but complex work environment, working and prioritizing multiple tasks.
Able to communicate effectively (written and verbal) in English with program staff, management and employees
Must be a patient and good communicator who can function in an organizational environment involving a diversity of cultures, languages, and personal interests and agendas.
Good supervisory, time management and interpersonal skills

SPECIFIC SAFETY & SECURITY SITUATION:

Ebola Health and Safety

While there is a great deal of media coverage about the risks of working in an Ebola affected country, the successful candidate will be partnering with a team of IRC staff who continue to work confidently in the country, following robust IRC hygiene protocols to minimize any risk. At any point the position holder has the option to end the assignment should you feel unsafe in any way, with no repercussions in terms of employment in other IRC programs.

All international Staff must comply with all IRC Sierra Leone security policies and procedures. The position is non accompanied. The Assistant Finance Controller will be accommodated in private shared housing with cleaning provided.

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