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Partnerships Finance Coordinator WoS

5 months ago

Amman, Jordan International Rescue Committee Full time

Financial Partnerships Management

  • Participate in partner’s proposal review and modification process focusing on sub-awardee budget (both budget and budget narratives); review in coordination with Partnerships Coordinator Syria, Partnerships Senior Manager and Partnerships Managers and technical coordinators.
  • Support the provision of guidance notes to current and potential sub-awardees for use of appropriate templates, overall budget drafting and submission as part of calls for proposals sent to potential partners. Depending on nature of call, provide appropriate level of support current and potential sub-awardees to ensure proposal budgets and budget narratives meet IRC and donor requirements within set deadlines for submission.
  • Ensure effective partnership agreement finance management, including timely advances/payments to partners to ensure program and service continuity in accordance with partnership agreements, and timely action to resolve any challenges with financial management. Follow up with IRC HQ and partners confirm transfer and receipt of payments respectively.
  • Supervise the verification of partners’ financial reports and supporting documentation, ensuring that expenses are reasonable, allowable, and allocable to the approved budget and align with donor’s regulations. Communicate findings to partners and ensure timely follow-up to provide solutions and documenting the findings. Reviews must be based on partner risk and sampling or review of full documentation, as required.
  • Ensure proactive communication with the partners about the submission of their financial reports according to the terms of their sub-awards. Ensure tracking of the partners submission of financial reports, communicating delays to the Deputy Director of Partnerships Syria.
  • Review and validate spending plans from partners against reported expenditures, following-up with sub-awardees as needed.
  • Ensuring that the sub-awardee financial reports are approved (signed) by the appropriate authority within IRC, preparing the Journal Voucher, fully coded and post it to the system. Respond to questions that arise from the Syria finance team and IRC HQ regarding submitted financial reports.
  • Ensure the financial monitoring and spot check visits to sub-awardee offices is conducted according to IRC requirements and standards.
  • Ensure monitoring visit plans drafted and submitted ahead of visits to review and share monitoring visit reports in a timely manner to partners, related Program team, and Partnerships Director Syria.
  • Reconciling the partnerships advances on monthly basis, reports to the Deputy Director of Finance on all over-due, unliquidated advances, update on monthly basis all tracking sheets for sub-grants finances.
  • Ensure that a sound, accurate and organized archiving system is in place, both hard and soft (electronic) copies for all financial reports and their supporting documents.
  • Work with Partnerships Director Syria and Finance team to collaborate internal and external audit to ensure proper compliance with all regulations and to ensure that all sub-awardee files in hard and soft copy are 100% audit ready at all times.
  • Review all sub-awardee budget modifications (both budget and budget narratives) in coordination with technical coordinators, and Partnerships Manager ensuring clear action points for follow-up are communicated.
  • Ensure Partnership Capacity Analysis (PCA) is conducted for all new potential partners, as well as update the PCAs for all existing partners, on an annual basis. Report to the Deputy Director of Finance and the Partnerships Director WoS on the findings and provide recommendations for improvement. Support in developing risk management action plan and suggest corrective actions to address/mitigate risks identified during the PCA process.
  • Contribute to Partnership Project Opening, Review and Closure Meetings, including to review successes, challenges, and lessons learned with the partner, capturing effective financial practices for future partnerships.

Capacity Sharing

  • Measure training progress by conducting pre and post evaluation of financial capacity building initiatives.
  • Support Organizational Capacity Assessment (OCA) implementation efforts (When applicable)
  • Provide (or delegate) Financial training and mentoring support to partners, in accordance with partner project support plans, with a focus on supporting the partner to strengthen the Finance systems and capacities that are responsive to the needs of the partner (rather than replicating IRC’s systems and policies).
  • Assist in the development of Financial specific partner support plans in collaboration with the Senior Capacity Sharing Manager.

People Management

  • Coach, train, and mentor staff to enhance their technical capacity and professional development.
  • Ensure adherence to IRC’s Global HR Operating Policies and Procedures among staff.
  • Provide assistance with requests from IRC headquarters as directed by the Partnerships Director Syria
  • Support the recruitment process by valuing partnership experience and skills equally to technical skills.
  • Promote and utilize guidance and tools that support appropriate recruitment of partnership skills and approaches aligned with IRC's 4-R staff recruitment process, PEERS, IRC Way, and RESCUE100.
  • Collaborate with HR and Talent Development Manager to deliver capacity building to HR staff.