Finance and Subgrant Manager – DRC 1051 views

The Position (General Position Summary)

Working under the management of the Finance Director based in Goma, the Finance & Subgrant Manager will play a leading role in the reporting of financial information and ensure that Mercy Corps operations in Kasai comply with Mercy Corps policies, procedures and donors’ grant requirements. In addition, the incumbent of this position will work with the Finance Director in the overall management of the countrywide accounting, will lead the capacity building of the finance team members in Kasai, as well as partner organizations operating there. In support of the country finance strategy, the Finance & Subgrant Manager will support the Finance Director in updating and maintaining efficient written finance procedures, enforcing them in the Kasai region, and will train people around them. The incumbent of this position will also play a leading role with the different departments and functions within Mercy Corps’ offices in Kasai, especially with the program department of the assigned portfolio.

Essential Responsibilities

PROGRAM DEVELOPMENT & reporting

• Play an active role in the development of new programs as assigned by the Finance Director; lead the budgeting process and ensure budget proposals are in-line with Mercy Corps’ minimum requirements and donors’ regulations.
• Prepare and update monthly grant spending reports (Budget vs. Actuals reports: BvAs) of assigned program(s), including RH/administrative/operational projections; work with program managers to ensure program projections are updated; together with the relevant program director(s), managers and team members, review BvAs and projections to ensure that program implementation is on time, target and budget
• Where required, consolidate and prepare financial reports, including budget projections of assigned program(s)
• Send monthly analysis of assigned program’s BVA(s) to the country leadership team (including program director(s)); flag any potential issues and propose relevant corrective actions.

Finance and Compliance management

• Perform financial review of purchase requests, purchase orders, and payment requests to ensure compliance with Mercy Corps policies and procedures and donors’ requirements.
• Perform timely and accurate financial review of the monthly payroll of the assigned region(s);
• Perform compliance reviews of in-country processes and/or SOPs including procurement, logistics, stock management, HR & Admin, Programs, and coordinate with the relevant departments to ensure they adhere to donor regulations and Mercy Corps’ procedures; work with those teams to improve them as needed.
• Create and maintain systems ensuring effective and transparent use of financial resources. Together with the Finance Director, identifies bottlenecks in financial processes, inefficiencies, cost overruns and any other financial issues, and propose alternative way forward and/or updates to policies or procedures.
• Maintain grant files up to date in accordance with Mercy Corps’ minimum requirements.
• Play an active role during internal and external audits as required by the Finance Director.

Accounting

• With support to and coordination with the other DRC Finance team members, play an active role in the process of the month-end closing including but not limited to:

•  Ensuring transactions for the month are posted in the accounting system on a regular basis and are reviewed for any necessary corrections;
•  Prepare/review necessary reclassification entries and other accounts’ adjustments when necessary;
•  Timely prepare/review month-end Journal Entries as required;

• Support the Finance Director and Finance Officers in year-end required reports.

Management oF sub-grants & COMPLIANCE WITH PRIME DONORS’ REQUIREMENTS

• In coordination with the rest of the in-country subaward team, maintain a filing system for sub-grants and related documents as required by policies and regulations of Mercy Corps.
• Lead the pre-award assessment process as well as the contracting and closeout processes; ensure that all steps are properly documented in accordance with Mercy Corps’ minimum requirements.
• Ensure that Mercy Corps and donor compliance requirements are met before subawards are signed in-country or shared with HQ for signature.
• Review and process subgrantee payments and reconcile subgrant financial reports with the accounts.
• Review and sign subgrantee financial reports, manage and assist in subgrantee site audits or compliance visit and follow up on subgrant compliance issues. Ensure subgrantee information is entered and updated in the accounting system on a regular basis.
• Ensure that subgrantee compliance review (or spot-checks) or required on-site audit are carried out according to Mercy Corps’ minimum requirements and subgrantees’ monitoring plans, and that each review exercise is documented.
• Develop/maintain an auditable performance monitoring system for subgrantees.

Team Management

• Create and sustain a professional work environment of mutual respect where team members strive to achieve excellence;
• Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews;
• Supervise, hire and orient new team members as necessary;
• Provide team members with relevant information, tools and other resources to improve performance and reach individuals and team’s objectives;
• Help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.

Security

• Ensure compliance with security procedures and policies as determined by country leadership;
• Proactively ensure that team members operate in a secure environment and are aware of policies.

Supervisory Responsibility

2 – 4 staff in Tshikapa, + 2 sub-office finance staff.

Accountability

Reports directly to: Finance Director (based in Goma).

Works directly with: Chief of Party of the assigned portfolio, Deputy Chief of Party, Program Managers, Operations teams in Kasai, Regional Finance teams, and the entire DRC Finance team

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualifications & Transferable Skills

• Five years of relevant finance experience, including budgeting and grant management;
• At least one to two years of finance experience with international NGOs
• A university degree in finance, accounting or a related business management field is required;
• Strong background in compliance, donor regulations (mainly USAID-BHA) and coordination with operations and program departments;
• Experience in managing accounting journal entries and payroll;
• Experience in financial analysis and reporting within non-profit organizations;
• Experience in leading internal and external audit is an asset;
• Advanced computer skills in MS Office programs is required, particularly Excel (will be tested during the interview process);
• Fluent written and oral communication in both French and English is required (will be tested during the interview process).

Success Factors

The ability to interact effectively with local community members, national and international personnel is required. A demonstrated ability to multi-task and meet tight deadlines is necessary. A high professional standard of finance ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The ability to take financial data and present it in meaningful financial reports is essential. The Finance & Subgrant Manager must be able to lead a team and manage by example.

Living Conditions / Environmental Conditions

The position is based in Tshikapa, DRC and it requires travels to various locations within the Kasai Region.

The position is non-accompanied. While conditions in the country are improving, there are still pockets of insecurity and petty crime is present. Mercy Corps’ offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers and other security actors. Years of conflict and poor governance have badly damaged the country’s infrastructure. Air travel is necessary to get from one end of the country to the other. Mobile phones and cellular service are widely available. Internet is however limited in some places, but available in all Mercy Corps’ offices. Travel to field sites will be required where living conditions are clean and secure, but basic. There are a few health services available with some evacuation options for serious illnesses. There is reasonable access to basic consumer goods, although some can be expensive, and prices may fluctuate unexpectedly.

This position is entitled to shared staff housing in Tshikapa and is eligible for R&R per the DRC R&R policy. This position is eligible for hardship pay.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis. The screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.

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