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Regional Finance Coordinator – Middle East North Africa & Eastern Europe (MENA & EE) Region
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BASE LOCATION: |
Amman-Jordan |
| REPORTING TO: | Regional Finance Manager-MENA & EE |
| LINE MANAGEMENT | None |
| PURPOSE OF DIVISION: The IPD- Finance and Services Division provides accurate and punctual financial management, reports and forecasts on the organisation’s income and expenditure. The division empowers and builds the capacity of the field offices and Partners to manage funds effectively and efficiently, meeting international standards and the standards of the IR donor agencies. This is achieved through both organisational and individual learning, and through an organisation-wide system of development and deployment. In addition, this division maximises economies of scale by providing analysis and recommendation for implementing value for money, sound internal controls, minimizing risks and best utilization of available resources | |
| JOB PURPOSE: 1. Provide financial support to the regional office and support the capacity building of country office finance staff under the supervision of Regional Finance Manager. 2. Maintain good relations and understanding between IRW, Regional and Country offices and finance functions on a regular basis. 3. Review budget proposals, monthly financial information, review funds transfer requests, consolidate reports and produce timely and accurate financial information at regional level. | |
KEY WORKING RELATIONSHIPS
- Regular liaison and engagement with Regional Team, Head of Missions / Country Directors, Country Finance Managers, Regional Desk Team, partners, external bodies, Regional Finance Manager and IRW Finance.
SCOPE AND AUTHORITY
Scope of the Role:
- Focal contact point for the regional country offices, ensure finance function at regional countries offices are working adequately. Trouble shoots and analyse information for independent decision making and consolidate monthly financial information accurately received from the regional countries.
- Deal with day to day financial concerns and issues of regional countries.
- Assist regional finance Manager to maintain strong accounting controls for all the regional countries to have consistent and same financial standard across the board
- To provide accurate and timely financial accounting information in line with IRW and Donor requirements
- Smooth AX-ERP roll out, data clean-up & migration and financial system support to the MENA & EE countries offices.
KEY ACCOUNTABILITES
Overall Objectives:
- Review and process field financial data to make sure Regional consolidated financial statements are produced accurately and analysis on a timely basis for the regional countries.
- Assist Regional Finance Manager in a busy and highly demanding environment to meet objectives and goals for each country’s financial operation, and obtain financial information on regularly basis from each regional country. Guide and assist country offices finance teams to produce quality and accurate external and internal reporting including donor reports.
- Actively participate in provision of training and support to the regional countries on financial systems and processes
- Financial Management & Reporting
- Assist country finance managers to produce accurate and timely submission of donor’s financial reports and minimising the risk associated with non compliance of numerous partner regulations and IR policy and procedures
- Financially monitor each project from the regional office perspective and assist country finance managers and teams in the liquidation process
- Provide quality review and opinion on budget proposals and donor reports in respect to timely, with accuracy and its effectiveness.
- Budget Reviews and approval process
- Funds transfer reviews
- Support and take active part in the preparation of processes and procedures of budgets and reporting
- Maintain schedules, analysis and reconcile ledgers for income (cash & Non Cash/In Kind), and expenses as well as Assets for the projects on monthly basis received from regional countries as well as control account with IRW books.
- Maintain up to date and accurate consolidation of financial information and upload of budget and expenses for each project in AX on a monthly basis.
- Assist regional finance Manager and regional countries Finance Managers for the achievement of MAC (Minimum Acceptable Criteria) developed by AX team, so that AX can be introduced within country.
- Assist finance managers as and when in the inductions of newly recruited staff in the regional countries to make sure the same standard is carried out as per required standard
- Review country offices monthly project reports and identify the areas of improvement with suggestions before submission to regional finance managers.
- Support regional finance Manager to review external audit report and management letters of the regional countries and coordinate with regional country Finance Managers for its reconciliations with maintained books.
- Undertake any other duties and responsibilities that are consistent with the job as and when assigned by the line manager
- Archiving of Financial record
- Provide support to all field offices in the region to perform the month end with in the deadline.
- Review and approve all the project reports with complete, accurate and timely financial reports for all the projects implemented in field offices in required formats.
- Review the field offices cash in hand, Bank reconciliations to maintain effective control over cash and bank, and ensure that cash in hand and banks reconciled with accounting records and sufficiency of liquidity exists in field offices.
- Liaise internally and externally with external auditors, government departments as per need, partners, banks, ministries, etc.
- Any other task assigned by line manager- Regional Finance Manager.
- Financial System:
- Provide support ERP system team in deployment of the system in IR field offices including setup and configration, users training, data migration and month end process.
- Participate in data clean-up as per requirement in consultation with Regional Finance Manager MENA &EE.
- Coordinate system support tasks in MENA & EE region based on the expected service level and coordinate to AX-ERP support team for any technical assitance needed to field offices.
- Support the ERP or Financial system users with report generation and general user queries.
- Perform systems monitoring of MENA & EE field offices AX companies regularly to identify any irregularities from database log, open journals and other source documents, pending workflows and clearing outstanding items during month end.
- Compliance
- Monitor Compliance with the donor financial requirements and local country laws and provide technical support to the regional countries and set up standards to make sure they comply with IRW financial guidelines
- Monitor that in each regional country Finance is using the standard formats, standard chart of account, and operate on same standards across the board
- Guide in the external audit preparation and finalisation of each regional country office, identification of financial risks and improvement areas in Management Advisory comments from auditors in the regional countries.
- INTERNAL PERSONAL SKILLS
- Proactively promote and foster a culture in which Islamic principles, values and approaches which are adopted by Islamic Relief Worldwide are consistently respected, applied and complied with in the delivery of the country/division/unit objectives and in the conduct of its employees.
- Must pay attention to detail, concentration on all aspects of a finance task, and commitment to achieving quality results.
- Take initiative and be able to provide solutions to the problems as they arise
- Flexible in working arrangements and adaptable to new (sometimes unstructured) and stress full working environments
- Work as a team and be able to work with others in order to reach common objectives
- Define priorities in an unstructured environment, with many competing demands at same time
- Able to manage diversity and adversity, aware of and sensitive to gender issues and different cultures;
- Able to appreciate others’ points of view, to listen and be attentive; able to communicate clearly and concisely
- Assist in arranging training and provide coaching for the finance staff in the regional countries to make sure they maintain same standard across the board
- Identify the needs of support to the countries offices, to increase their competence in preparation of financial reports, donor financial reports in line with donor reporting requirements.
- Travel
The Regional Finance Coordinator is expected to travel time to time to the MENA & EE countries to provide technical support as well as cover the gap in regional countries of Finance Managers when required.
- Capacity Building
- Provide guidance and trainings to Finance teams in the field offices on reporting, budgeting, donor compliance and IRW Policies and procedures etc.
- Assist Regional Finance Manager and Finance Managers to ensure that Finance teams are well trained to use AX-ERP.
PERSON SPECIFICATION
It is essential that the post holder shows a good understanding and empathy with the Islamic values and principles as well as commitment to Islamic Relief Worldwide vision and mission.
Essential:
Knowledge, Skills and Qualifications
- Good management and financial accounting experience, including a pro-active approach to budget monitoring, audit, reporting etc with 3-5 years’ experience.
- Degree in Accounting & Finance and intermediate professional level qualified and studying towards such as ACCA/ CIMA or any professional qualification.
- Excellent communication skills to liaison with regional countries
- Advance excel skills; in designing and manipulating reports
- Ability to manage teams remotely, manage stress, work load of multiple and remote locations, ability to think strategically
- High degree of computer literacy. Proficiency in accounting software preferably ERP systems.
- Ability to adapt to new situations and needs.
- Ability to develop and build capacities of staff.
- Ability to work as a team player in a multinational national environment
- Ability to travel on short notice to the field offices with basic infrastructure.
Desirable:
- Demonstrable technical knowledge and substantial experience of donor reporting and project budgets
- Strong English communication skills (verbal as well as writing)
- Arabic & French skills would be added edge.
- Experience of working in insecure environment
