UK RAI Project Finance Manager

BACKGROUND

Over the past 80 years, the International Rescue Committee (IRC) is one of the world’s leading humanitarian relief and development organisations. Founded in 1933 at the request of Albert Einstein, the IRC responds to the world’s worst humanitarian crises and helps people survive, recover and rebuild their lives.

The IRC delivers emergency aid, protects children, provides health care, prevents and responds to violence against women and girls, safeguards human rights and helps to kick-start economic recovery.

Working in more than 40 countries, the IRC has restored hope and opportunity to many millions of people. Through 22 regional offices in cities across the United States, the IRC also helps refugees resettle in the US and become self-sufficient.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

IRC-UK

The International Rescue Committee UK is part of the IRC global network, which has its headquarters in New York and London.

Our European headquarters, IRC-UK, were established in London in 1997 to support the organisation’s global activities and particularly to diversify its donor base and be able to better advocate with European policymakers on behalf of the people we serve. Since its establishment, IRC-UK has grown rapidly and is now acknowledged for its high-quality project management, technical expertise in governance and rights and economic recovery, and innovative thinking on early recovery and gender-based violence. The IRC also has offices in Brussels, Berlin, Bonn and Geneva.

IRC-UK comprises approximately 160 staff across five departments.

The IRC UK recently launched its first Resettlement Asylum and Integration (RAI) programme in the UK called RISE, working in partnership with local councils, to provide integration support to resettled refugees in Southeast England.

Job Overview

Finance Business Partner for RAI UK

The Purpose of the Role

• To provide high-quality support to the RAI UK programming team.

• To lead on the financial processes related to the delivery of UK programmes, from preparing budget proposals, financial planning, budgeting, reporting, performance monitoring and financial risk management, invoicing/transfers processes

• To oversee the financial monitoring & forecasting, supplier payments, and grantee payment, on the assigned projects.

Scope and Authority
Authority:

• This position has no direct line management authority but is responsible for advising staff and grantees on spend

Responsibility for Resources:

• This position is not a budget holder but is required to manage and oversee project budgets

• Responsible for quality assuring accuracy of donor budget and financial reports within respective portfolio

• Responsible for submission of donor financial and narrative reports for a portfolio of grants and contracts

• Support Head of UK Programmes in their financial management of grants

Key Working Relationships

• Key stakeholders will be the Head of UK Programmes, Deputy Director of Finance RAI Europe, Financial Controller (UK)

• Will work closely with the wider UK Finance team, UK programme teams and other RAI Finance staff in Europe

KEY RESPONSIBILITIES

Budget Monitoring & Planning

• Coordinate with IRC HQ on updating/maintenance of operating budget and reforecasts.

• Preparation of budget guidelines to assist program managers in formulating budgets and spending plans

• Active participation in the preparation and execution of Grant Opening Meetings, Grant Review Meetings and Grant Closure Meetings for each grant to ensure adequate management of project finances.

• Prepare project budgets to support the submission of timely, accurate and complete proposals to donors, ensuring that project budgets meet all donor guidelines

• Provides country management and program staff with monthly actual-to-budget expenditure reports (BvAs) and analysis for all grants and unrestricted funds, identify risks that may lead to overspending or underspending and address them in close cooperation with grant management and program teams

• Coordination with program team to set up and implement work plans for production of finance reports per grant; prepare project financial reports (interim, annual, final)

Compile quarterly country finance updates and budget forecasts to be submitted to Regional Finance Deputy Directorand UK Finance Controller

Accounting

• Processing and finalizing the monthly transaction spreadsheets for onward posting by UK finance team to accounting Sun System

• Ensure program staff sheets are collated in a timely manner and data provided to the Finance team for entering into SUN

• In coordination with Administration and Programmes departments prepares accounting adjustments to be entered in SUN by IRC HQ. Making sure that match funds for projects have been identified and booked in appropriate codes in the Sun accounting system.

• Review all purchase orders (PO) purchase requests (PR) and all payment documents (PRF, TER) for proper coding, supporting documentation and budget adequacy and approve accordingly

• Ensures balance sheet reconciliations are completed monthly and on a timely basis and review final reconciliations and trial balances with the Head of UK Programmes.

• Review ongoing project-related expenditures and their account and cost center allocation, and ensure compliance with relevant donor guidelines, including correct accounting of match, salary mapping, and monthly reconciliations with internal systems

• Ensure all project expenditure adhere to IRC UK policies and processes and donor regulations

• Work closely with IRC UK finance teams to contribute to smooth monthly financial closings

Donor Support and Compliance

• Provide support for any donor audits that are undertaken

• Ensure all policies and procedures are in compliance with funding source policies; ensure all supporting documents are available and filed according to best practices (including but not limited to grant contracts and other documents, accounting books, reconciliations, invoices, transfers, contracts, time-sheets, procedures, accounting statements) including on internal grants management system and supervise that documents accurately support the data reported

• Preparation and approval of all donor financial reports in respect to accounting, legal and contractual requirements.

• Ensure donor reports agree with the underlying accounting records at all times.

Other

• Ensure the completeness of the grants financial documentation of the centralized grant filing system.

• Enforces internal control policies and procedures.

• Manages project finance activities and schedules to meet the internal financial reporting requirements and deadlines specified by HQ and RAI Unit.

• Complete all other tasks as required by the Financial Controller and Head of Programmes UK.

PERSON SPECIFICATION

Essential

Skills, Knowledge and Qualifications:

• At least 3 years of related work experience, experience working for a Non-Governmental Organization managing Home Office and/ or local government grants and contracts

• Knowledge of computerized accounting software and ERPs

• Have a good understanding of accounting up to trial balance

• Excellent proficiency in Microsoft Excel

• Excellent organisational skills

• Ability to build good working relationships with staff, at different levels, functions and in different locations

• Ability to work with limited supervision, and productively in a fast-paced environment

Experience:

• Good experience of providing financial management and monitoring support

• Significant experience in a Finance or Grants Management department

• Good experience in providing grant and contract management to donor-funded projects