ERT Deputy Director of Finance

IRC’s Emergencies & Humanitarian Action Unit

The IRC’s Emergencies & Humanitarian Action Unit (EHAU) oversees IRC’s global emergency preparedness and response activities. The mission of the EHAU is to expand and improve IRC’s ability to help affected communities survive in acute emergencies and hard to reach contexts by investing in people, systems, and solutions to complex humanitarian challenges. The EHAU team achieves this mission through ongoing rigorous risk analysis, investing in capacity strengthening of frontline humanitarians, partnership with local actors, offering collaborative support and technical assistance to teams working in emergencies and hard to reach places, and deploying and supporting world class emergency response staff as they help people affected by acute crisis situations. This position is a member of the Emergency Response Team (ERT).

The IRC’s Finance Department

The IRC Finance department seeks to achieve excellence in financial management by providing accurate and timely financial information to IRC management and programs and by adhering to established financial practices and accounting principles. The International Finance Team does this by supporting and training international finance staff in country program offices, by implementing and monitoring the implementation of IRC and donor policies and procedures, and by gathering the necessary financial information in preparation of the organization’s financial statements.

Job Overview/Summary:

The IRC ERT staff is expected to be deployed in the field, either in an emergency or roving capacity, for up to 65% of the time, within 72 hours of notification for departure.

During emergency deployments, ERT staff work under the direction of IRC’s Emergency Country Director or designated country emergency lead, to ensure the implementation and management of the finance functions. When not deployed, the role reports to the EHAU Director of Finance and Fundraising in Emergencies.

Members of the ERT are deployed to either support existing country programs in their emergency response, or to initiate a new program in the crisis zone. The overall responsibility of the team is to rapidly and effectively design, develop and lead the IRC’s on-site humanitarian response. The ultimate goal is to meet the immediate needs of the affected population! The ERT is also responsible for supporting the transfer of responsibilities and knowledge to long-term staff to ensure continuity of IRC programming and operations. Emergency deployments take precedence over other duties.

Major Responsibilities:

Emergency Response

● Be prepared to deploy within 72 hours;

● Lead the start-up of financial functions and services; including identification of banking or other cash transfer options, start-up of SUN or Integra financial ledger system, design of finance structure and recruitment and training of staff, establishment of effective internal control systems.

● Proactively engage with and as required support HR and Logistics in start-up activities and systems implementation to promote efficient processing of transactions and positive working relationships between the functions.

● Participate in, and contribute to content for Emergency Unit trainings and conferences.

● Build and maintain the country/emergency program operating budget and other required expenditure and planning tools; ensure ongoing and timely communications with the CD/Emergency Field Director and senior management team on budget position and areas of financial concern.

● Represent and coordinate with other agencies, local government, donors on financial issues and regulations as applicable

● Assess and provide input on post emergency strategies, structures and transition plans and participate in the development of security and contingency planning for the emergency operation.

● Provide a comprehensive handover to successor, including ensuring transfer of all related documentation, program monitoring data and staff performance information.

● Function as Finance Controller, including execution and oversight of the following functional areas:

Treasury

● Supervises all country office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates;

● In compliance with IRC policy, establishes country policies regarding cash holding limits, cash movements, foreign currency holdings, advance payments, credit terms, and use of bank payment instruments;

● Supervises the timely preparation, review and approval of all monthly bank account and cash reconciliations;

● Designs, implements, and monitors systems, procedures and reporting required to maintain current accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate IRC to future spending;

● Supervises the preparation of Cash Transfer Requests to New York and ensures that appropriate balances are maintained to facilitate grant implementation;

● Ensures the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses;

● Supervises the collection of contractual and other receivables;

● Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements;

Controllership

● Ensures that all in country finance and supply chain management policies and procedures are in compliance with IRC’ and donors’ requirements and regulations;

● Develops and reviews in country finance and supply chain policies and procedures annually, or as required;

● Ensures IRC and donor financial and supply chain reporting requirements are completed on timely and satisfactorily;

● In coordination with the Country Director, ensures that balance sheet reconciliations are completed and reviewed monthly;

● Closely monitors all financial and supply chain activities, keeping the Country Director up to date on situations affecting financial performance and internal controls;

● Ensures the preparation of all donor financial, procurement and inventory reports in respect to contractual requirements;

● Ensures risk management field monitoring visits are conducted and documented quarterly;

● Facilitates and coordinates external, internal, donor or government audits as needed, or required;

● Supervises the protection of the country’s assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures;

● Is the principal liaison with IRC NY on all finance, accounting, cash management and supply chain matters;

Budget Management Support and Financial Reporting

● Assists the country management team with the design and development of new budget proposals fit for use in Integra;

● Supports the implementation of the Grant Operating Opening, Interim and Closing meetings;

● Provides the country management team with monthly budget vs. actual grant specific reports;

● Developing spending plans: To help foresee over/underspending for appropriate actions;

● Develop analytical reports for response team decision making;

Non-emergency

● Provide technical support remotely and through in-country visits or short-term deployments following an approved scope of work

● Undertake technical assessments or evaluations of large-scale complex programs

● Prepare and conduct training at and participate in the International or Regional Finance Conferences and during country visits

● Contribute to the development of financial and accounting policy including the maintenance of the International Finance Manual, and the continued development of financial accounting systems;

● Assist in the development and design of standard finance training modules to be implemented by IRC worldwide.

● Assist in the development and launch of new technical policy, procedures and training materials

● Support EHAU HQ budget and grant management and respond to ad-hoc requests as requested as assigned by supervisor;

● Contribute to the design and implementation of the EHAU’s Strategic Action Plan and related implementation plan

● Focal point for Integra systems orientation and training to new Emergency Finance and program staff

Key Working Relationships

Position Reports to: Director, Finance and Fundraising in Emergencies (while not deployed)

Position directly supervises: n/a

Works closely with: Other ERT and Finance staff, country program finance and management team.

Indirect Reporting: Emergency Country Director/Team Leader (while deployed)

Job Requirements

● University degree required, CPA/CA certification preferred;

● 6+ years progressive experience developing and managing finance functions in the non-profit space, including 3 years in emergency/conflict areas

● Previous experience working with a major general ledger software package or ERP system for accounting packages– experience with SUN (Infor) and Dynamics 365 preferred; accompanied by strong MS Office computer skills

● Demonstrated ability to identify, recommend and implement standard, efficient approaches to ensure rapid, consistent, high quality financial management and service provision in an emergency environment;

● Prior experience leading large, complex donor funded programs and grants; including experience with USG, European, DFID and UN funding streams, foreign currency and exchange management, and budget development and oversight.

● Demonstrated skills in building strong finance teams and establishing new finance operations, including ability to communicate and work effectively with senior management, operating and program staff and functions

● Organized and flexible. Able to work productively in a fast-paced team environment, to work independently and the ability to meet changing demands;

● Must be a patient and good communicator who can function in an organizational environment involving a diversity of cultures, languages, and personal interests and agendas;

● Good facilitator and teammate in solving problems;

● Bilingual English and French strongly considered;

● Committed to staff training and development.

EHAU strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a unit and deliver the best possible services to our clients.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation

Narrowing the Gender Gap: The International Rescue Committee is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including a flexible hours (when possible), parental leave, transportation support, and gender-sensitive security