Title: Deputy Finance Manager – Budgeting and Reporting
Location: Addis Ababa, Ethiopia
Employment Category: F2
Reporting To: Finance Manager
Start of Contract & Duration: 12 Months
Posting date: June 24, 2024
Required Employee: 1
INTRODUCTION
The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009. With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.
OVERALL PURPOSE OF THE ROLE:
The Deputy Finance Manager together with Finance Manager, and Finance Officer(s) form the core team of finance professionals and are the key point of contact for Country Program specific finance issues. A key responsibility of the Deputy Finance Manager is to assist Finance Manager in ensuring sound financial capacity of Country program, to ensure the overall coordination, leading and supervision of all functions in the finance management and procedures, financial reporting, financial grant management and compliance, communication, capacity building of finance department, and strengthening of partners in the area of financial management. The DFM supports designs, improvement and maintaining effective financial systems and processes. In line with DRCs’ strategic priority to reinforce an organizational culture of high performance and accountability, s/he works with FM and entire country program management to ensure that the country program maintains a high level of resource stewardship and strict financial accountability.
TASK and RESPONSIBILITIES
Master Budget Focal Point
- Update and maintain a country master budget for SMT informed decision making which is to be updated quarterly, based on DRC Policy Briefs in line with DRC Dynamics implementation.
- Serve as the country focal point for DRC Dynamics Master budgeting for Ethiopia and actively identifying and flagging gaps
- Provide support and troubleshooting on any issues raised and providing training to other staff on DRC Dynamics Budgeting and Master Budget management.
- Suggest corrective action to be taken by SMT to fill the gaps.
Budgeting
- Coordinate and as needed own the coordination of proposal development and amendments (including budget development and amendment) working with program staff, gathering input from technical staffs, the Finance Department, Research, Monitoring, and Evaluation staff, and the Regional Unit.
- Provide cost allocation based on gaps and ensure all actual gaps for each area are considered when budgeting for each proposal.
- Ensure accurate review of new budgets and realignment/modification budgets prior to RO, HQ, and donor submission at Addis level, incorporating all feedback and ensuring that budgets are error-free.
- Manage the ETH internal budgeting tool with fixed lines to ensure all relevant costs are accounted for therefore minimizing risk for missed costs.
- Ensure flagged amendments are concluded (including NCEs)
- Ensure that new proposal budgets follow the DRC Shard Cost policy, other internal guidelines, external donor guidelines and respect the CSOs rule.
- Work closely with the Finance Manager and Head of Support Services to ensure inclusion of relevant support costs in new budgets and cost recovery of funding gaps as reported in the country master budget
- Provide technical support, trainings and on-job support to finance and non-finance staff
Budget Follow-up
- Ensure approved budgets are setup in DRC Dynamics as soon as grants are signed and serve as the main focal point for setting up the Work Breakdown Structure (WBS) for each project in Dynamics according to donor guidelines and budget templates.
- Coordination of the resource scheduling work in collaboration with the FO AMs, CO HoSS and Finance Manager directions.
- Enforce regular monthly BFU review process, in collaboration with the Grants Coordinator, Head of Program, and Head of Support.
- Monitor burn rates and implementation progress and flag grant underperformance and compliance issues to relevant FO AMs, Program Managers, and the Senior Management Team. Support follow-up actions to resolve grant challenges.
- Monitor and support the use of management tools such as BFUs for the proper monitoring and the successful implementation of programs and early warning in case of obstacles or challenges.
Donor Reporting and Compliance
- Coordinate all reporting for Grants and ensure quality control of reports, coordinating HQ reviews and approvals before submission to the donor. Send out monthly info to team members on all reports due in the coming 60 days.
- Ensure that reports to donors are submitted on time; those reports are coherent and accurate (quarterly, interim, or final reports); and that the internal reporting tracker and reporting info are up to date.
- Ensure timely delivery of quality donor financial reports, consistently meeting internal and external deadlines.
- Ensure compliance with donor rules and regulation through regular reviews and close monitoring. Ensure that any compliance issues are raised to the Finance Manager as soon as they are discovered and propose solution to ensure compliance.
- Maintain an up-to-date co-funding analysis and flag gaps as necessary
- Ensure all close out documents are in place
- Review on a monthly basis the Rolling Action Plan for financial reports due to donors in the coming month.
- Update the Annual Performance Indicators for Finance on a monthly basis and submit to Finance Manager and HoSS for review/feedback.
Financial Management
- Setup and organize project BFUs in a way that enables Area Managers and budget holders to ensure effective budget monitoring and control
- In cooperation with the Finance Manager, proposing and drafting necessary adjustment or rebooking of entries on and ongoing basis
- Provide the systematic financial analysis to each HoP & AM on the BFUs on the utilization of the budgets as planned
- Liaise with relevant Managers on key financial issues for all programs in the country, including co-funding, financial reporting, key variances, and recommend and support any remedial action required, reporting major issues to the Finance Manager for action.
Team Management
- Determine individual and team goals/metrices with direct reports, assess performance, provide regular feedback, and reinforce performance expectations.
- Supervise and provide guidance to all direct reports.
- Weekly task plan reviewed and required feedback in formal communication.
- Staff capacity enhanced by identify gaps through on job training that help to deliver at their full capacity and under minimum supervision.
Risk Management and Audit
- Closely work with project auditors, and any donor verification and manage question or concerns efficiently.
- The project audit and verification requirement closely monitored and efficiently managed without challenge.
Partnership Management
- Build and strengthen the capacity of partners in the area of financial management. Plan and organize regular trainings and other capacity building initiatives such as exchange visits to ensure that partners/subrecipients acquire and maintain the skills required to manage financial resources provided by DRC and other donors.
- Support the financial assessment of new grant proposals and budgets from partners
- Carry out the review of quarterly financial reports received from partners – identify, investigate and report
- Carry out partner financial monitoring visits during the term of their grants to review supporting documents underpinning financial reports and ensure that these comply with donor (e.g., US Government) requirements
- Provide financial and donor compliance training and capacity building for partners as required
- Follow up and ensure that partners are reporting on time. Review partner submitted reports and do expenditure verification.
All DRC roles require the post-holder to master
DRC’s core competencies:
- Striving for excellence: You focus on reaching results while ensuring an efficient process.
- Collaborating: You involve relevant parties and encourage feedback.
- Taking the lead: You take ownership and initiative while aiming for innovation.
- Communicating: You listen and speak effectively and honestly.
- Demonstrating integrity: You act in line with our vision and values.
How to apply
TO APPLY
Interested candidates who meet the required qualifications and experience are invited to submit an updated CV and cover letter explaining their motivation and why they are suited for the post.
We only accept applications sent via our online-application form on https://candidate.hr-manager.net/ApplicationForm/SinglePageApplicationForm.aspx?cid=1036&departmentId=19012&ProjectId=171321 under Vacancies
Please forward the application and CV, in English through the stated website no later than July 7, 2024.
For general information about the Danish Refugee Council, please consult www.drc.ngo
Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gendergap.
Equal Opportunities: DRC is an equal-opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics
We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.
