UK RAI Project Finance Manager

BACKGROUND

Since 1933, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded at the request of Albert Einstein, the IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster.

The International Rescue Committee UK is part of the IRC global network, which is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. Through over 20 regional offices in cities across the United States, the IRC also helps refugees resettle in the US and become self-sufficient.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

IRC UK

IRC UK was established in London in 1997 to support the organisation’s global activities and

particularly to diversify its donor base and be able to better advocate with European policy-makers on behalf of the people we serve. Since its establishment IRC UK has grown rapidly and is now acknowledged for its high-quality project management, technical expertise in governance and rights and economic recovery, and innovative thinking on early recovery and gender-based

violence. IRC UK comprises approximately 240 staff.

IRC UK launched its first Resettlement Asylum and Integration (RAI) programme in the UK called RISE in 2021, working in partnership with local councils, to provide integration support to resettled refugees in Southeast England. The IRC now supports refugees and asylum seekers throughout England with employability, wellbeing and integration support as well as deliver capacity strengthening activities through our Healing Classrooms teacher trainings. 

Job Overview

The UK Programme Finance Manager is the finance business partner for the IRC UKs programming supporting refugee integration in the UK. The role provides high-quality support to the RAI UK programming team, leading on the financial processes related to the delivery of UK programmes, from contract reviews to preparing budget proposals, financial planning, budgeting, reforecasting, reporting, performance monitoring, financial risk management, invoicing/transfers processes and maintaining the integrity of our accounts and policies. The position works strategically with the Director of Programmes to ensure best use of resources, seeking out efficiencies and improvements and developing multiyear financial plans.  

Scope and Authority

The position is responsible for advising staff and grantees and working closely with the wider UK Finance team, UK programme teams and other RAI Finance staff in Europe. Key collaborations include, the Director of UK Programmes, Deputy Director of Finance RAI Europe, Financial Controller (UK). The position is required to manage and oversee project budgets. The position quality assures accuracy of donor budget and financial reports within respective portfolio and the submission of donor financial and narrative reports for a portfolio of grants and contracts.

KEY RESPONSIBILITIES

Budget Monitoring & Planning

• Coordinate with IRC HQ on updating/maintenance of operating budget and reforecasts.
• Preparation of budget guidelines to assist program managers in formulating budgets and spending plans
• Prepare project budgets to support the submission of timely, accurate and complete proposals to donors, ensuring that project budgets meet all donor guidelines
• Prepare scenario planning and mitigation measures to manage risk
• Provide country management and programme staff with monthly actual-to-budget expenditure reports (BvAs) and analysis for all grants, contracts and unrestricted funds, identify risks that may lead to overspending or underspending and address them in close cooperation with grant management and program teams
• Coordination with programme team to set up and implement work plans for production of finance reports per grant; prepare project financial reports (interim, annual, final)
• Prepare monthly management accounts and hold senior management meetings to review
• Compile quarterly country finance updates and budget forecasts to be submitted to Regional Finance Deputy Directorand UK Finance Controller
• Leads project finance activities and schedules to meet the internal financial reporting requirements and deadlines specified by HQ and RAI Unit

Grants and Contracts

•    Active participation in the preparation and execution of Grant Opening Meetings, Grant Review Meetings and Grant Closure Meetings for each grant to ensure adequate management of project finances
•    Review opportunities to highlight financial impacts, provide recommendations and advice
•    Participate in Go-no go decisions as a trusted advisor
•    Support on programme designs to ensure financial viability and that contract terms are met
•    Support with contract/grant budgeting, template creations and required formatting
•     Analyse reporting terms, provide advice and meet conditions throughout the grant/contract period
•     Attend external collabroation meetings & lead of financial presentations
•     Ensure the completeness of the grants financial documentation of the centralised grant filing system

Partnership management

• Provide partner capacity building when required
• Review partner pricing, design and support on required negotiations
• Tailor due diligences reviews to include specific requirements, provide recommendations and highlight any potential threats
• Provide guidance on any potential threats found in the due diligence, financial implications, Key Performance Indicator’s and payment terms to be included in partner/contract agreements
• Assess reporting requirements, carry out reviews and approvals
• Ensure appropriate payments are processed to partners, including reporting approvals, invoice creation, and processing payments requests to the Accounts Payables team

Accounting

•  Maintain the integrity of IRC accounts, by carrying out timely reviews and processing correction and general journals, with the appropriate supporting documentation to ensure compliance with relevant donor guidelines and IRC polices are maintained eg. Indirect cost recovery
• Prepare salary allocations splits on a monthly basis, ensuring correspondence to timesheets and approved budgets
• Reviewing invoices, expenses, client reimbursements and credit cards prior to payment processing by the Accounts Payable team
• Preparation of invoices, posting into the accounting system and handling the aged debt
• Ensures  reconciliations (salaries, I&E, BS, Revenue) are completed  on a timely basis
• Ensure all project expenditure adhere to IRC UK policies and processes and donor regulations
• Work closely with IRC UK finance teams to contribute to smooth monthly financial closings

 Donor Support and Compliance

•  Provide support for any donor audits that are undertaken
• Ensure all policies and procedures are in compliance with funding source policies; ensure all supporting documents are available and filed according to best practices (including but not limited to grant contracts and other documents, accounting books, reconciliations, invoices, transfers, contracts, time-sheets, procedures, accounting statements) including on internal grants management system and supervise that documents accurately support the data reported.
• Preparation and approval of all donor financial reports in respect to accounting, legal and contractual requirement
• Ensure donor reports agree with the underlying accounting records at all times.

Other

•  Provide capacity building support to Programme Managers
• Create and lead on trainings to non-finance colleagues on required processes

PERSON SPECIFICATION

Skills, Knowledge and Qualifications:

•  Knowledge of computerized accounting software and ERPs
• Good understanding of accounting up to trial balance
• Proficiency in Microsoft Excel
• Solid organisational skills
• Ability to build good working relationships with staff, at different levels, functions, different locations and organisations
• Ability to work with limited supervision, and productively in a fast-paced environment
•  Ability to work with multi-currencies

Experience:

• 3 years of related work experience, experience working for a Non-Governmental Organization managing Home Office and/ or local government grants and contracts
• Working in a Finance or Grants Management department
• Providing financial management and monitoring support
• Providing grant and contract management to donor-funded projects