Finance Coordinator

Job Overview/Summary:

The Finance and Accounting Coordinator assists the Deputy Director for Finance (DDF) by managing the day-to-day operations of the accounting unit.

Responsibilities:

The incumbent is responsible for ensuring that the day-to-day accounting operations and financial management functions are performed in accordance with IRC and country office policy and procedures. Specific responsibilities within each functional area are as follows:

INTEGRA Processing

• Control over and/or entry of changes to the Chart of Accounts, Dimension Codes (D-codes) and Exchange Rates
• Performing or supervising the posting of entries ensuring proper controls are enforced and appropriate systems in place to maintain all required supporting documentation.
• Production of required monthly and ad hoc financial reports (Analytical Package, Audit Inventory, Financial Exposure Request, etc.)
• Developing expertise to control the system, develop new reports and be able to train staff in processing of data.

Field Office Finance Team’s Management, Training & Support

• Provide direct supervision and primary liaison to Accounting & Treasury Team of WOS, NES and NWS.
• Pay frequent visits to the field offices providing training to finance staff on IRC accounting procedures and requirements, assists the Field Coordinators 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.
• In conjunction with the DDF developing or revising policy and procedures and assists in the implementation.

Balance Sheet Accounts

• Supervising or performing all balance sheet account reconciliations on a timely basis.
• Ensuring differences or discrepancies are brought to the attention of the DDF 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.
• Collaborate with budgeting & reporting team to make sure all TR and U funds are reconciled on regular basis.

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 logistics/procurement.

Cash/Bank – Processing

• 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
• Liaison with bank officials to resolve problems or facilitate improved service.

Cash Forecasting

• Preparation of cash forecasts and CTR for the country program
• Monitoring cash usage and requirements and advises the DDF of possible unusual activity or requirements
• Working with field and program coordinators to help them develop more accurate cash forecasts

Cost Accounting.

• Assisting in or reviewing physical inventory counts and ensuring proper valuation and accounting for inventory or supply items.

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
• Liaison with local government to ensure compliance with national tax and labor regulations.

Compliance and Controllership

• Support DDF in ensuring the implementation and maintenance of robust internal control systems across all financial operations. Assist in developing and enforcing policies and procedures to minimize risks.
• Assist the DDF in preparing for and coordinating internal and external audits. Ensure that all audit recommendations are implemented promptly.
• Monitor and ensure compliance with IRC’s financial policies, donor requirements, and local regulations. Provide regular updates to the DDF on compliance issues.

Partnership Finance Management

• Provide technical support to the Partnership team in managing the financial aspects of partner agreements, including advances settlement.

Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity building approaches to build the strengths the teams teams in Syria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.