Job Title: Senior Grants and Budget Officer
Organization: International
Rescue Committee (IRC)
Rescue Committee (IRC)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Grants Manager
About Us:
The International Rescue Committee helps people whose lives and
livelihoods are shattered by conflict and disaster to survive, recover, and
gain control of their future. It was created by Albert Einstein more than 80
years and has been working in Uganda since 1998. It has particularly working in
the conflict zones where tens of thousands of people have been kills and over
1.6 million displaced. Following a peace agreement in 2006, Ugandans are
returning home and looking to rebuild their lives. The IRC is there to protect
women and children from violence and exploitation by fostering a safe environment
and encouraging education, and is supporting farmers and small businesses, and
helping communities promote peace and long-term development.
livelihoods are shattered by conflict and disaster to survive, recover, and
gain control of their future. It was created by Albert Einstein more than 80
years and has been working in Uganda since 1998. It has particularly working in
the conflict zones where tens of thousands of people have been kills and over
1.6 million displaced. Following a peace agreement in 2006, Ugandans are
returning home and looking to rebuild their lives. The IRC is there to protect
women and children from violence and exploitation by fostering a safe environment
and encouraging education, and is supporting farmers and small businesses, and
helping communities promote peace and long-term development.
Job Summary: The Senior
Grants and Budget Officer will assist with new budget preparations, including
consolidating program inputs and linking to donor format. Under the guidance of
Grants Manager, conduct a thorough preparation of new budgets and existing
grant budget revisions ensuring that all costs are covered and are not
under/over budgeted in addition to correct use of the IRC and donor budget
formats. The incumbent will also calculate and insert the correct Shared
Program Cost Allocation for all new grants budgets.
Grants and Budget Officer will assist with new budget preparations, including
consolidating program inputs and linking to donor format. Under the guidance of
Grants Manager, conduct a thorough preparation of new budgets and existing
grant budget revisions ensuring that all costs are covered and are not
under/over budgeted in addition to correct use of the IRC and donor budget
formats. The incumbent will also calculate and insert the correct Shared
Program Cost Allocation for all new grants budgets.
Key Duties and Responsibilities:
Grant and Budget Management:
·
Provide support in preparing the monthly Budget
Versus Actual (BVA) reports and distribute on time.
Provide support in preparing the monthly Budget
Versus Actual (BVA) reports and distribute on time.
·
Review the budget spending and advice relevant
staff on spending status and ask for feedback on all over/under spending.
Review the budget spending and advice relevant
staff on spending status and ask for feedback on all over/under spending.
·
Assist to prepare and update spending plan for
all active grants in conjunction with the appropriate budget holders on a
monthly basis.
Assist to prepare and update spending plan for
all active grants in conjunction with the appropriate budget holders on a
monthly basis.
·
Participate in the monthly BvA meetings and
present the spending status. Be responsible to follow the action points based
on the comments from the meeting.
Participate in the monthly BvA meetings and
present the spending status. Be responsible to follow the action points based
on the comments from the meeting.
·
Provide support and feedback to Operations and
Program managers for all questions regarding the BVAs.
Provide support and feedback to Operations and
Program managers for all questions regarding the BVAs.
·
In compliance with donor requirements propose
and complete timely adjustment journal entries (AJE) required for all BVAs and
financial reports.
In compliance with donor requirements propose
and complete timely adjustment journal entries (AJE) required for all BVAs and
financial reports.
·
Attend and provide support in all grant opening,
review and closing meetings.
Attend and provide support in all grant opening,
review and closing meetings.
·
Prepare new approved budget line coding (T2
codes) for each new grant and update in SUN system.
Prepare new approved budget line coding (T2
codes) for each new grant and update in SUN system.
·
Upload budgets to SUN system.
Upload budgets to SUN system.
·
Update staff salary mapping, follow up on SPCA
table update and propose to FC for review and further approval
Update staff salary mapping, follow up on SPCA
table update and propose to FC for review and further approval
·
Preparation of monthly salary allocation
worksheet and send to all country office staff.
Preparation of monthly salary allocation
worksheet and send to all country office staff.
·
Advise on budget charge codes to operations and
program staff for raising PRs.
Advise on budget charge codes to operations and
program staff for raising PRs.
Reporting
·
Provide support in the preparations of donor
financial reports for review by Grants Manager.
Provide support in the preparations of donor
financial reports for review by Grants Manager.
·
Make sure the reports are in compliance to donor
reporting formats and timely submitted as per contractual requirements.
Make sure the reports are in compliance to donor
reporting formats and timely submitted as per contractual requirements.
Country Office Fiscal Year + Operating Budget:
·
Support in preparations of the Fiscal year
Budget and Operating Budget following the IRC standard format to meet the
required deadlines.
Support in preparations of the Fiscal year
Budget and Operating Budget following the IRC standard format to meet the
required deadlines.
·
Assist to regularly update of the Fiscal year
budget that will serve as a guide for all new donor proposals as well help in
times of rapid growth, decline of program to inform timely management
decisions.
Assist to regularly update of the Fiscal year
budget that will serve as a guide for all new donor proposals as well help in
times of rapid growth, decline of program to inform timely management
decisions.
·
Provide recommendations for funding shortfall or
coverage for each component of the fiscal year budget.
Provide recommendations for funding shortfall or
coverage for each component of the fiscal year budget.
Sub-grant Management:
·
Offer technical support from the finance
perspective for sub grant management as per IRC policy and donor requirement.
Offer technical support from the finance
perspective for sub grant management as per IRC policy and donor requirement.
·
Support the Grants Manager in tracking and
monitoring of sub grantees and provide training where required.
Support the Grants Manager in tracking and
monitoring of sub grantees and provide training where required.
·
Assist in the review of new sub grant budgets
and agreements when needed
Assist in the review of new sub grant budgets
and agreements when needed
·
Review the sub grant reports in terms of
IRC/donor compliance and burn rates and advice FC for necessary action and
follow up.
Review the sub grant reports in terms of
IRC/donor compliance and burn rates and advice FC for necessary action and
follow up.
·
Make sure the Pre-award assessment is done
before the grant is made to sub-grantee. Coordinate with Grants Manager on the
pre-award processes.
Make sure the Pre-award assessment is done
before the grant is made to sub-grantee. Coordinate with Grants Manager on the
pre-award processes.
Training & Capacity Building:
·
Assist in providing training and support for the
country office program and operational staff on proposal budgets, revisions and
pipeline and spending plan reports.
Assist in providing training and support for the
country office program and operational staff on proposal budgets, revisions and
pipeline and spending plan reports.
·
Provide input to Grants Manager in identifying
training needs in the area of Budgeting and Grant management for non-finance
staff.
Provide input to Grants Manager in identifying
training needs in the area of Budgeting and Grant management for non-finance
staff.
·
Lead refresher training programs for Field and
Program Coordinators, Program Managers to ensure staff are aware of their roles
and responsibilities in the area of budgeting and grant management and are
updated with new procedures, IRC global initiatives, etc.
Lead refresher training programs for Field and
Program Coordinators, Program Managers to ensure staff are aware of their roles
and responsibilities in the area of budgeting and grant management and are
updated with new procedures, IRC global initiatives, etc.
Qualifications, Skills and
Experience:
Experience:
·
The applicant should preferably hold qualifications
related to accounting and finance
The applicant should preferably hold qualifications
related to accounting and finance
·
Significant exposure and experience preferably
in an INGO
Significant exposure and experience preferably
in an INGO
How to Apply:
All suitably qualified and interested candidates should send an updated
CVs and cover letters clearly indicating the position applied for as the
subject to: [email protected] (The Human Resource and Administration
department, International Rescue Committee)
CVs and cover letters clearly indicating the position applied for as the
subject to: [email protected] (The Human Resource and Administration
department, International Rescue Committee)
Deadline: 28th
November 2017
November 2017
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