Starting date: ASAP
Contract duration: 12 months with possibility of extension upon mutual satisfaction
Country Programme: Syria/Iraq
Base: Erbil, Iraq, with travels within the region if security situation
Line Manager: Regional Head of Finance (HoF henceforth)
About the PIN:
People in Need (PIN) is an international, non-profit organization providing humanitarian and development assistance in over 20 countries worldwide. PIN draws on extensive past experience and lessons learned across development, emergency and post emergency context to design, implement and monitor quality programming. PIN has been provided emergency relief and early recovery support to conflict-affected communities in Iraq since 2003 and in Syria since the beginning of the humanitarian crisis in 2012. Programmes for conflict-affected communities in both countries focus mainly on Emergency Food Assistance, WASH, Protection, Shelter, Education, Early Recovery and Livelihood activities.
General Position summary:
The RFO is a member of the country support team and under the supervision of the Head of Finance, shares the responsibility for smoothly running cost forecasting process; ensuring cash flow health of the CP; administers the CP budget allotted to the expatriate positions and increases the capacities of fellow expatriate colleagues in the area of finance and administration.
This position should prepare the RFO for future work in other Relief and Development Department (RDD) positions at either a country programmes or at HQ. Therefore, the Line Manager should strive to build the capabilities of the RFO by progressively increasing her/his responsibilities.
Duties and responsibilities:
Grants management financial aspects
- Creates the Navision resource cards for shared grants;
- Designs, prepares and updates the project forecasting tools;
- With support of HoF upgrades the forecasting tools or creates new ones if needed;
- With close cooperation and supervision of HoF, consolidates budgets for newly designed projects (inputs received from hubs), both internal and donor versions;
- Reviews the data for financial reporting, checking the consistency of allocation among hubs, communicates about discrepancies;
- Consolidates the data for reporting, transfers it into donor templates;
- Supports in donor communication (queries about proposals, modification, reports), consolidates the inputs across the country program;
- Keeps and updates the overview of reporting deadlines across the country program;
Cash flow
- Coordination and consolidation of weekly money requests and uploading them to ELO for approval;
- Coordination with HQ banking department in regards to instalments, payment to suppliers, transfers to CP;
- Monitoring and maintaining an overview of instalments from donors;
- Coordination and consolidation of monthly money request, communication with HQ banking department about irregularities;
Shared regional costs management
- Monitoring of shared regional costs (salaries, travel costs, across hubs shared costs on visibility, accountability, MEAL, security, capacity building etc.), inputs relevant data into Navision plans and forecasting files - requires liaising with various responsible people across country program;
- Sending the salary breakdowns to expatriate staff;
- Approving expatriate invoices and contracts in ELO, allocating related costs to projects;
- Approving expatriate travel requests in ELO, approving respective flight ticket invoices;
- Supports in preparing budget inputs for newly designed projects;
Capacity Building
- Provision of Navision training/induction to newly recruited staff;
- Provide trainings on forecasting tools, ELO and various finance topics to finance and non-finance staff;
- Provision of financial orientation (expat invoicing, system of expat advances, operational advances etc.) to non-financial as well as regional staff arriving to Erbil;
Country Program Economy
- Collects the data for updating Regional financial tools (coverage table, Annual budget) as per the guidance from HoF;
- Participates in creating new tools for CMT Core Management Team (excel overviews, pivot tables);
- Supports HoF in data analysis, has overview in Navision set up cost categories, structure of implementation budget, suggests adjustment to better fit country program needs, harmonise among hubs where relevant;
Other
- Supports hubs in case of understaffing, unexpected workload as per needs and HoF guidance;
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