The Danish Refugee Council (DRC) recruits a Finance Coordinator – Budgeting and Reporting – Addis ababa /Ethiopia

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 :

Ensure timely preparation of budgets for new project proposals, budget revisions, efficient budget monitoring, financial donor reporting and audit process for the projects, in compliance with donor and DRC policies and procedures. The position will serve as the DRC Dynamics (Microsoft Dynamics) focal point for Projects finance, Grants budgeting and Master Budgeting.

Responsabilities and Tasks :

Master Budget Focal Point :

• Update and maintain a country master budget for Senior Management Team (SMT) informed decision making which is to be updated quarterly (or as needed / when instructed or changes need to be reflected), based on DRC Policy Briefs in line with DRC Dynamics (Microsoft Dynamics) implementation ;
• Serve as the country focal point for DRC Dynamics (Microsoft Dynamics) Master budgeting for Ethiopia and Djibouti actively identifying and flagging gaps to Finance Manager and Head of Support Services for monthly analysis during Addis Senior Management Team (SMT) meetings ;
• Provide support and troubleshooting on any issues raised and providing training to other staff on DRC Dynamics (Microsoft Dynamics) Budgeting and Master Budget management ;
• Suggest corrective action to be taken by Senior Management Team (SMT) to fill the gaps and present Master Budget and gap analysis to Addis SMT as requested ;
• Present the Master Budget analysis at Extended Senior Management Team (ESMT) meetings on a quarterly basis to inform program and operations colleagues for strategic planning purposes.

Budgeting :

• Provide cost allocation based on gaps and ensure all actual gaps for each area are considered and taken into account when budgeting for each proposal ;
• Responsible for ensuring that all new proposals are created in DRC Dynamics (Microsoft Dynamics 365) which feeds into the master budget and gap analysis ;
• Ensure all budgets and proposals created are created using the Shared Cost Allocation Key and relevant guidelines from DRC’s HQ ;
• Ensure a timely and well-coordinated budget preparation with all the program sectors and field offices.
• Manage the ETH / DJI 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 70-30 rule which is required for Ethiopia (this is not relevant for Djibouti) ;
• 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 both DRC Ethiopia and DRC Djibouti master budgets ;
• Provide technical support, trainings, and on-job support to finance and non-finance staff as required and as directed by the Finance Manager or Head of Support Services.

Budget Follow-up (BFU) :

• Ensure approved budgets are setup in DRC Dynamics (Microsoft 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 DRC Dynamics (Microsoft Dynamics) according to donor guidelines and budget templates (and in line with the Shared Cost Implementation Guide or other relevant policy documentation from DRC’s HQ) ;
• Coordinate the budget follow-up and forecasting tool that will allow review of financial progress against the program achievements. Follow up with each Area Manager and Budget Holder on spending and eligibility of costs incurred/posted to ensure a 100% utilization on grants ;
• Enforce regular monthly BFU review process, in collaboration with the Grants Coordinator, Head of Program, and Head of Support ;
• Serve as the focal point for applying the cost allocation functionality in DRC Dynamics (Microsoft Dynamics) and check relevant exceptions on shared costs on a monthly basis, before the month end financial closure, as per relevant DRC policies and guidelines.

Donor Reporting and Compliance :

• Ensure timely delivery of quality donor financial reports 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 solutions to ensure compliance ;
• Maintain an up-to-date co-funding analysis and flag gaps as necessary to the Finance Manager and Addis Senior Management Team (SMT) as necessary and as requested ;
• Present the co-funding analysis to the Extended Senior Management Team on a quarterly basis and provide support with budgeting questions as relevant ;
• Ensure all close out documents are in place, are submitted, and are archived in a timely manner and according to DRC and donor policies ;
• 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 Head of Support Services for review/feedback ;
• Follow up and ensure that partners are reporting on time. Review partner submitted reports and do expenditure verification.

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 and submit analysis reports to the Extended Senior Management Team (ESMT) on the utilization of the budgets as planned. This financial analysis is to be submitted to ESMT on a monthly basis.

Installment follow-up :

• Track installments and ensure requests are submitted to donor and proper/timely follow up is in place ;
• Flag any issues with installments to Senior Management Team for follow up.

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.

Experience and technical competencies :

• Strong planning, organizational and problem-solving skills with ability to work both independently and within a team in a demanding work environment ;
• Excellent interpersonal and personnel management skills, including diplomacy, communication and negotiating skills ;
• Minimum 5 years of relevant work experience in financial/accounting field ;
• Experience in staff training and capacity building ;
• Results-oriented and demonstrated ability to build partnerships ;
• Ability to work under pressure to tight deadlines ;
• Strong planning, organizational and problem-solving skills with ability to work both independently and within a team in a demanding work environment ;
• Excellent skills in the use of computers (MS Word, Excel, outlook Power Point).

Education :

• University degrees (Bachelors or master’s in accounting / Finance / Audit) .

Language :

• Advanced English proficiency required ;
• Fluency in Amharic required ;
• Somali Language a strong asset.

To apply :

Interested candidates who meet the required qualifications and experience are invited to submit 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 www.drc.dk under Vacancies.

Please forward the application and CV, in English through the stated website no later than July 1, 2019.

For general information about the Danish Refugee Council, please consult www.drc.dk.

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 gender gap.

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. D