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Budget & Reporting Manager

Requisition ID: req45297

Job Title: Budget & Reporting Manager

Sector: Finance

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Tripoli, Libya

Work Arrangement:

Job Description

Background/IRC Summary:  Founded in 1933, the International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. 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 is working in Libya since August 2016, targeting the most vulnerable non-displaced, IDPs, refugees and migrants in hard-to-reach areas. According to assessments, healthcare is considered the priority need in Libya, most urgently in terms of quality health staff, medicines and supplies. There are significant gaps in the response, according to Libya’s Ministry of Health (MoH), the Libyan Red Crescent, UN agencies, and international NGOs. IRC’s team in Libya has the specific goal of reaching those in the hardest hit areas to beneficiaries of all ages and gender, both Libyans and third-country nationals. The emergency health activities will be focused on supporting essential primary health care. The reproductive health activities will specifically target women and girls. IRC’s emergency team is engaging local communities and empowering them to ensure they have equal access to health services while mobilizing outreach medical teams to maintain proximity to the people in need.

Job Overview/Summary: This position will be based in Tunis and will be the focal person for the IRC Libya’s Budget and Grants financial reporting function. This requires a motivated, flexible, problem-solving team player with excellent analytical, communication skills and the ability to prioritize activities and work to tight deadlines.

POSITION OBJECTIVES:
As part of the finance team of the country office under the supervision of the Deputy Director Finance, the Budget Manager position will be responsible of managing the day-to-day budget and grants budgeting and reporting tasks. The Budget Manager ensure the budget and grants management issues are immediately attended to and ensures that donor budgets are prepared in accordance with the IRC and specific donor’s requirements and are submitted on time.
In addition, this position will ensure that the grants are implemented in compliance with the donor regulations and the IRC requirements, ensure timely submission of the donor financial reports, additionally will develop budget tools and conduct trainings to ensure efficiency in the Budgeting and reporting function.

Major Responsibilities:
Libya Country Office Fiscal Year Operating Budget
The Budget and Reporting Manager will prepare the Libya Fiscal Year Country Operating Budget following the IRC standard format for the final internal and Regional review before further submission.
Ensures that the country-operating budget is regularly updated and is available for use as a management tool during the development of new proposal budgets and during times of rapid expansion and/or program reduction.
Provides recommendations to address projected funding shortfalls or lack of funding coverage for each component of the fiscal year budget.

New proposal budget Development
New proposals budget preparations for the internal and Regional review.
Prepare budgets for the new proposals and realignment of the existing budgets, ensure all costs are covered with no under/over budget, in addition to ensure the correct use of the IRC and specific donor budget standard templates.
Work with the Deputy Director Finance -DDF on the monthly Cost Allocation- CA CAM tool calculation for new proposals and monthly allocation projections.

Grant Management & Reporting
Ensure the monthly Budget versus Actual (BvA) and spending plan reports for Libya grants are uploaded and up-to-date in the system.
Prepare and updates spending plans for all active grants in conjunction with designated budget holders and Cost Allocation- CA calculation projection.
Review budget spending against spending plans / actual spending, and advise relevant staff on spending status. Request feedback on all over/under spending from budget holders.
Participates and provide input in the regular Grant Meetings (Opening, Implementation, closing ..etc), grants spending feedback and follow-up on action points identified during the grants meetings.
Provide support and feedback to Operations and Program Managers on all questions regarding the BvA reports and process as BVA Finance Admin.
In compliance with the donor regulations and the IRC requirements, propose adjustment entries required for the BvA reports and grant financial reports
Setup and prepare the new budget line codes (T/D2 codes) and look up codes for new grants, perform upload in the system.
Prepare grants external donor financial reports for review and sign off in-country and Regional for further submission to donors. Ensures reports are in compliance with the donor reporting template, to be submitted on time as per internal and external contractual requirements.
In consultation with the Grants Unit, provide review on actual charges transactions and advice on key donor compliance requirements.
Provide analysis and guidance on staff coverage, salary mapping in addition to the Shared Program Cost –SPC coverage and allocations for Deputy Director Finance final review and further approval
Provide analysis review on grants spending plans vs the actual spending and charging flexibility
Perform the Finance verification review of PR-Purchase Requests to ensure: Items are allowable, allocable and reasonable; Budget remaining balances are adequate; Accuracy of information included of: Items charging codes are correct and Mathematical calculation of total amounts.
Perform the Finance verification review of TRF-Travel Request Forms to ensure: the staff travel is allocable; Budget remaining balances are adequate; Accuracy of purpose of travel information included, charging codes are correct.

Subgrant Management:

Assists in the review of new sub-award new proposal budgets
Assists the partnership staff tracking and monitoring subgrantee budgets and provide guidance or budgeting training to partners on budgeting as needed.

Staff Training
Perform staff training and induction sessions for Program, Operations, Finance staff on Budget management, spending planning and monitoring..etc

Key Working Relationships:

Position Reports to DDF -Deputy Director Finance
The position directly supervises: Budget Officer

Internal:
Libya CP SMT, Grants Unit, Program Coordinators and budget holders 

Qualifications

Job Requirements:
Education: Minimuma Bachelor’s degree in Finance, Accounting or Commerce. With a minimum of (5) years of experience.
Experience, Skills and Abilities: This position requires experience in Excel functions, financial reporting and analysis,
Strong analytical skills to be able to make logical and strategic budget decisions. Skills and abilities in working remotely supporting staff. Must be able to function comfortably in a complex with tight timelines work environment, under pressure whilst prioritizing multiple tasks.  Must be able to communicate effectively (written and verbal) in English, good time management and interpersonal skills. Excellent computer skills, MS Office package with advanced Excel.
Knowledge of major European donor’s budgeting and reporting requirements, such as: ECHO, Europe Aid, UN Agencies, and SIDA is a plus

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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

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