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Finance Coordinator
About the job
- The individual will report directly to Finance Manager. Your main duties and responsibilities will be:
Financial Management & Accounting
- In charge of month-end closure processes, ensuring all costs are booked and reconciliations done
- In charge of Partner reports and booking into DRC Dynamics.
- In close cooperation with Managers in geographical area reinforce existing procedures and systems for financial management and control in compliance with guidelines of DRC’s Operations Handbook, internal guidelines and donor requirements.
- Support timely delivery of quality financial reports to donors and internal reports to colleagues and HQ.
- Ensure compliance with relevant country statutory and other financial obligations such as tax, levies and statutory returns.
- Ensure thorough and effective budgetary control in the country programs
- Liaise with relevant Managers on key financial issues for all programs in the country, including co-funding, financial reporting, key variances and any remedial action.
- Ensure all required documentation for financial audits in cooperation with Coordination staff and HQ.
- Prepare for local audits.
- Contribute to the development of proposals with regards to budgeting in cooperation with Managers
- Any other tasks as assigned by the supervisor
Others
- Minimize financial risks by ensuring that DRC/DDG financial policies and procedures as set in Operations Handbook and any other CO/RO/HQ instructions are strictly adhered to through predefined effective internal control system.
- Check on the completeness, accuracy and validity of information regarding payment documents during partner field support visits.
- Support in the implementation of recommendations raised through internal & external audits, compliance audits etc.,
- Support to Review and monitor partners’ financial reporting /capacity building, provide additional technical assistance to partners as necessary to maintain high standards of compliance.
- Participate in conducting trainings for partner staff in the field offices and develop their technical skills by ensuring all processes related to donor guidelines and governmental requirements are adhered to.
- Focal point for conducting financial due diligence of potential Consortia members in any upcoming consortium project.
- Support DRC Finance Manager in internal and external audit processes by ensuring all required documentation for financial audits in cooperation with area staff and country.
DRC Dynamics ERP system
- Ensure DRC Dynamics is used to its full capacity.
- Ensure proper application of ERP finance processes in the country.
NB: The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.
About you
- University degree in Finance,Accounting,Commerce,Business Administration
- At least three year’s work experience in field of financial management,accounting,book keeping in an NGO or the UN sector.
- Proven experience in working with consortia led projects and managing large budgets
- Proven experience in working with INGOs/ National partners, local/government authorities
- Hands-on experience/skills in MS Excel (experience in working with formulas).
- Working experience in preparation of Donor reporting for Danida/SIDA/USAID/EU/UN guidelines will be an advantage.
Desirable:
- Ability to prepare basic training modules on accounting management and conduct on the job trainings.
- Ability to prepare donor budgets for consortia led projects will be an advantage.
- DRC experience in finance system is preferred.
- Fluency in written and spoken English. Fluency in local spoken languages added advantage.
Expires: 10 Jun 2023
Grants Management Coordinator
Overall purpose of the role:
- This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities. Specifically related to grants management
- Ensure compliance with donor and internal DRC rules and regulations, donor reporting, information/tranche management, and grants management
- Responsible for ensuring project files are up to date
- Provide continuous support and guidance to project cycle management
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Responsibilities:
R1. Grants Management:
- Oversee and refine grants and contract management systems and processes
- Update, streamline, and disseminate grants management tools and resources
- Develop and maintain up-to-date and in-depth knowledge of donor and government policies and support implementing teams to ensure full compliance
- Draft, review and provide support in the negotiation of project agreements, including sub-agreements, teaming agreements and memoranda of understanding
- Lead contract revision as needed
- Serve as key focal point for communication efforts with internal and external stakeholders, along with the HoP and PDQ Manager
- Lead donor reporting processes by coordinating, compiling, editing and providing feedback to ensure the development of high-quality narratives and timely submissions. Keep a regular update of DRC’s reporting timelines and share with teams.
- Maintain and update DRC’s online Grants Management System platforms and trackers
- Along with PMs, ensure project files are kept up to date
R2. Project Cycle Management:
- Organize and facilitate grants kickoff, review, and closing meetings with all DRC business areas
- Serve as key focal point for ensuring that project teams meet standards for project cycle management, including supporting with trainings and capacity support
- With the Head of Programme, lead monthly program review meetings to proactively review any challenges or delays in project target or spend
- Keep the Head of Programme informed of any projected inabilities to meet contractual obligations, report submission and spend rates/significant budget variances. Be able to actively mitigate risks through proposing remedial solutions.
- Serve as project coordinator for specific grants or contracts, as needed
R3. External relations:
- Prepare necessary documentation, such as reports, presentations and organizational documentation, to share with DRC stakeholders, including briefings for DRC staff and external entities requesting information on DRC’s programmes
- Serve as the primary focal point for donors and partners on all grants related issues
Experience and technical competencies:
- Minimum 3-5 years of relevant work experience with an NGO
- Experience in writing high quality proposals for large donors, such as EU, ECHO, BHA, Scandinavian donors, UNHCR, and other UN agencies
- Knowledge of donor rules and regulations
- Demonstrated ability to prioritize large workloads, to consistently meet deadlines and adapt in a complex and challenging work environment
- Ability to work effectively and efficiently both independently and in teams
Education:
- Degree (Master’s degree) in political science, international development, economics or other relevant field
Languages:
- English fluent
- Swahili fluent
Expires: 11 Jun 2023