Finance, Grants Management & Compliance Senior Officer - British Red Cross

Job Purpose

The focus of this role is to  be responsible for implementation and maintenance of all financial and compliance systems, processes and procedures that relate to the office’s programmes, partners and staff. The post holder is expected to oversee and deliver office financial requirements in a timely manner, and ensure compliance to BRC and donor policies, procedures, agreed standards, statutory obligations and grant agreements. In addition, she/he will direct line manage the Finance, Admin and Procurement Officer role and oversee all admin related works.  S/he will work with programme staff in BRC and partners (mainly SARC finance teams, IFRC and ICRC relevant staff) to ensure that systems are in place to be able to provide full assurance of funds spent and transferred, and compliance with financial probity procedures. S/he will work to investigate instances of mismanagement of funds and implement audit recommendations when relevant. S/he will work with the Country Cliuster Manager to ensure timely and accurate budget management including acquittals and reporting.

S/he will follow-up and check together with the programme team that financial processes and recommendations have been followed. The role will provide technical support to strengthen/establish financial mechanisms in the relevant national societies. In particular, it is envisaged that this post will contribute to:

• building programme, country office and partners’ capacities in effective financial management.
• capturing learning from programmes and using them to improve the interventions.
• developing tighter accountability to donor mechanisms.
• Ensure appropriate financial and admin systems are in place within Beirut Cluster office.

Job Duties and Responsibilities

1. BRC financial management of BRC Beirut office

Manage all financial processes in the BRC office including bank and cash reconciliations, monthly office cash flow requests, monthly financial reporting and variance analysis in line with BRC and donor requirements, IFRC bills and working advances.

Ensure that all payments are made in an accurate and timely manner, and correctly coded.

Ensure that all BRC corporate financial policies and procedures are followed and that the BRC office has an up-to-date office finance handbook in line with BRC corporate financial policies.

Ensure that BRC procedures are in line with the Integration Agreement with IFRC and that BRC is complying with Lebanese legal requirements for tax/VAT, staff provisions, banking regulations and any other financial matters.

Liaise with suppliers, vendors and contractors on support service agreements and contracts to ensure compliance, smooth running and delivery of service.

Manage and maintain both electronic and physical document management systems for all financial, contractual and administrative information and records, translating paperwork e.g. invoices where necessary.

Provide financial guidance and advice to programme teams through meaningful analysis and interpretation of spend, results and forecasts.

Supervise the Beirut bank accounts, and where situation requests, manages by him/herself the bank accounts and liaise with the bank managers for any issues.

2. Programme financial management

Support programme managers in the financial management of projects, budgeting and monitoring of adherence to financial standards and donor requirements.

Work with partners to agree templates, processes and timelines for expenditure reporting, fund transfer requests and budget setting and revisions.

Check and verify monthly financial reports showing progress against budget for all BRC-supported programmes, highlighting any variances as relevant and ensuring correct supporting documentation is included.

Finalise consolidated financial reports for BRC and the donor, based on the input and reports received from the programme teams.

Cooperate closely with BRC International Finance to ensure a close linkage between fund disbursement, expenditure on activities, financial reporting and fund replenishment, and ensure timely follow-up and monitoring of budgets.

Support programme staff on all issues related to contract management and donor guideline compliance, including for mid-term and final financial reporting, project monitoring, reviews and modifications.

Work closely with Programme teams to plan financial capacity building and financial monitoring visits

Follow up and check with the BRC programme team that recommendations to partners have been implemented.

Support the development of new plans and proposals, ensuring budgets are appropriate and clearly presented to meet both BRC and donor requirements

Support BRC country cluster manager and programme managers to prepare project budgets and forecasts, coordinating any revisions to ensure that the programmes are correctly included in the BRC corporate budgeting and forecasting processes.

Job Duties and Responsibilities (continued)

3. Compliance

Ensure that all programme expenditure, record keeping and reporting are compliant with BRC and donor policies and procedures, Grant Agreement Documents and donor requirements, and that all reports are appropriately reviewed and fed back on.

Carry out regular sampling checks, monitoring and compliance visits to partners to ensure financial documentation and policies are in line with BRC agreements.

Oversee counter-terrorism compliance requirements, including completing supplier checks and overseeing CT reporting processes with the country cluster manager.

Maintain the Beirut office risk register and facilitate monthly reviews of the register with the country cluster manager and UK office.

In collaboration with International Finance, facilitate and support internal and external audits and assist the BRC’s organisational year-end and interim external audits, as required.

4. Capacity building and institutional learning

Carry out formal financial training for BRC staff and support financial training of partner staff to ensure successful implementation and reporting on BRC-funded projects.

Support BRC-wide institutional learning in all financial aspects of proposal writing, contract management and donor compliance.

5. Administration and financial supervision

Ensure all Admin policies and procedures are in place and utilised by the relevant BRC teams.

Supervise and provide overall advice and direction to the BRC Administration and Finance and Procuremem Officer.

Directly coordinate and align policies and procedures with the BRC UK Office relevant departments.

Coordinate and work closely with all Movement partners, including IFRC, and other Partner National Societies, ensuring the National laws are followed and respected.

6. General

Manage the BRC Administration and Finance and Procurement Officer in the implementation of their roles.

Ensure regular communication with relevant BRC teams in Beirut and London offices, especially the UK finance office.

Produce regular update reports, analysis and statistics as required on financial activities.

Participate in relevant internal BRC meetings, development forums, workshops, courses, etc.

Be available and willing to carry out short missions to the Syria crisis-affected countries including Syria to assure quality programming.

Be willing to work in situations of political insecurity.

Education

• Qualified accountant or with relevant experience - Required.
• Languages: Fluency in English and Arabic - Required.

Experience

• Relevant professional experience in  financial and grant management - Required.
• Experience working with and reporting to major institutional donors - Required.
• Experience in humanitarian operations - Required.
• Experience in RC/RC movement  - Preferred.
• Experience developing and documenting financial, contracting and administrative systems, processes and procedures - Required.
• Experience in budget and forecast preparation using different accounting systems - Required.
• Experience of effective financial and compliance partner capacity building and training remote staff - Required.
• Experience with audits, either completing or facilitating their implementation, and ensuring audit recommendations are actioned - Required.

Knowledge, Skills and Language

• Strong communication skills, including ability to prepare and present concise oral and written reports, briefings, updates and other documentation to both finance and non-finance stakeholders - Required.
• Strong quantative data analysis skills and ability to understand complex information quickly and accurately - Required.
• Strong audit and internal controls knowledge with the ability to highlight weaknesses and make appropriate recommendations - Required.
• Strong planning and analytical skills, with proven problem-solving experience - Required.
• Self-sufficient in computers (particularly Excel) and computerised accounts systems - Required.
• Ability to establish priorities, plan, coordinate, implement and monitor work plans - Required.
• Excellent relationship-building skills and willingness to work in a team - Required.
• Strong organisational skills including accuracy, consistency and attention to detail - Required.
• Teamwork: commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; interpersonal skills; resilient; friendly - Required.
• Have a positive attitude, proactive, resourceful, hardworking, trustworthy, mature and able to maintain confidentiality at all times - Required.
• Ability to develop and maintain effective remote working relationships with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity - Required.
• Ability to work independently and under pressure - Required.