Senior Grants Officer: Budgets and Compliance
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The International Rescue Committee has been working in Somalia since 2006, providing essential services to conflict and disaster affected communities. The IRC has been operational in Central Somalia (Mudug and Galgadud regions) and Mogadishu implementing interventions in the areas of livelihood, WASH, Governance and peacebuilding, GBV, Nutrition, education and health reaching out to more than 200,000 conflict and drought affected people.
Summary of Responsibilities: Reporting to the Grants Coordinator, this position will provide high level grant and budget management for the IRC Somalia Grants Unit. The IRC Somalia Grants Unit acts as the formal coordination point between IRC departments, including programs, operations, finance and global headquarters. This position will also liaise between the regional office and Somalia program with regards to grants strategy, compliance, capacity building and implementation of the IRC Somalia SAP.
Within this Grant Unit, the Senior Grants Officer will primarily oversee the budget management of the IRC Somalia portfolio and support the Grants Coordinator with budget management.
This includes leading standard grant specific meetings, reporting, and budget monitoring, as well as, implementing partner communications. Organization, flexibility, leadership and initiative are all key attributes to this position as it often involves independently solving unique issues as they occur while managing competing deadlines.
The Senior Grants Officer - Budgets and Compliance supports the Grants team by managing the day-to-day budget development and monitoring to ensure that budget and spending issues are immediately attended to and ensures that donor budgets are prepared in accordance with IRC and donor requirements and are submitted on time. (S)He will develop budget management tools and conduct trainings to improve efficiency, donor reporting and compliance.
Budget Development and Management
- Act as focal point for new budget preparations for the country program. Under the guidance of the Grants Coordinator and in coordination with Financial Controller, prepares budgets for new proposals and revises existing budgets, creates templates and tools for grant budgeting ensuring that all costs are covered and are not under/over budgeted in addition to ensure accurate use of IRC and donor budget formats.
- Coordinate processes and communications with all program/department budget holders to monitor and revise budgets throughout the year and life of projects. Work with programs and grants units to streamline internal processes to deliver more efficient, more effective, and more useful reports and analysis
- Prepare monthly Budget versus Actual (BvA) reports as per donor format on a monthly/regular basis for all active grants and distribute to the budget holders on time.
- Prepare and update spending plans and costed workplans for all active grants in conjunction with designated budget holders. Reviews budget spending and advises relevant staff on spending status. Requests feedback on all over/under spending.
- Participate in regular Project Cycle Meetings including Grants Opening, regular BVA/Grants review, closure meeting etc.
- Liaise with Finance Department to ensure that financial reports are accurate, donor compliant and submitted on time.
- Work with Finance and Senior Management to monitor staff access and use of the BvA System.
- Support the development of templates and SOPs related to budget management
- Assist the sector coordinators on special projects requiring financial analysis.
- Provide training and orientation to staff on budget management processes, systems, and best practices.
Compliance and Grants Management
- Liaise with NY and European based Awards Management Unit, Regional Unit and technical units to ensure internal standards are met and are donor compliant.
- Ensure that all grants are implemented in compliance with the relevant donor regulations and that all grant-related information is fully available to country program staff.
- Manage all reporting deadlines, coordinate and consolidate report as necessary to ensure documents are of the highest quality and in line with donor requirements.
- Ensure that guidance is followed for Project Cycle Meetings both within IRC, and with partners, including preparation of all necessary materials, follow-through, taking a lead as necessary.
- Keep hard and soft grant files up to date; create and manage opportunities on the IRC grant management system OTIS.
- Assist with the sub-partner budget management process in accordance with IRC’s sub award management process PEERs.
Information Management and Capacity Building
- Respond to information requests from field staff and other partner organizations.
- Support in the preparation of information and communication materials, such as fact sheets, contributions to the IRC’s global communications and other documents as needed.
- Maintain comprehensive electronic files for Programs teams to have access to relevant records;
- Perform over relevant duties as assigned by Senior Management Team to assist the country program in implementation of the Strategy Action Plan
- Maintain close communication and positive working relations with partners
- Adherence to IRC policies and procedures is required
- At least 4 years of total experience with minimum 2 years of work experience in humanitarian or development programs/industry in Finance and/or Grants department with specific budget development and management skills
- Audit experience for public sector /NGO’s or Global fund LFA experience will be an advantage
- Competencies: Knowledge, Skills & Abilities
- Knowledge of OFDA, UN, DFID, ECHO, EuropeAid, SIDA etc. budgeting requirements, budget management and financial reporting.
- Required to be able to function comfortably in a complex work environment, under pressure whilst prioritizing multiple tasks.
- Good supervisory, time management and interpersonal skills.
- Excellent computer skills.
- Required to be able to work under minimal supervision.
- Demonstrable understanding of project planning and project cycle management.
- Ability to build good working relationships and work effectively with program, field staff and HQ from a distance.
- High-level of knowledge and practice with Excel.
- This job requires strong analytical skills to be able to make logical and strategic budget decisions.
Specific Educational Qualification
Bachelor’s/Master’s degree in Accounting/ Business Administration/ Commerce/ Finance, or Bachelor’s/master’s degree in project management/Development and equivalent technical training certificate in Accounting /Budgeting (ACCA/CPA) and demonstrable experience in the same
Required to be able to communicate properly (written and verbal) in English