Budgeting and Reporting Coordinator

Title: Budgeting and Reporting Coordinator

Location:  Addis Ababa

Employment Category:  G1

Salary Range: As per the organization salary scale

Reporting To: Finance Manager

Contract Duration:  1 Year

Posting date: October 7, 2024

Required Employee: 1                    

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. DRC Ethiopia began operations in 2009 and has been responding to the needs of refugees, Internally Displaced Persons (IDPs) and vulnerable host communities ever since.  DRC Ethiopia currently has programs implemented through five area offices (AO) in Gambella, Tigray, Somali (Jijiga & Dollo Ado) and Afar regions, as well as its country office (CO) in Addis Ababa.

OVERALL PURPOSE OF THE ROLE:

Ensure timely preparation of budgets for new project proposals, budget revisions, , efficient budget monitoring, financial donor reporting and audit process for the projects, in compliance with donor and DRC policies and procedures. The position will serve as the DRC Dynamics focal point for Projects finance, Grants budgeting and Master Budgeting.

Responsibilities:

1. Master Budget Focal Point

• Development of a country master budget for SMT informed decision making which is to be updated quarterly, based on DRC Policy Briefs in line with DRC Dynamics implementation.
• Serve as the country focal point for DRC Dynamics Budget Management and Master Budgeting, including providing support and troubleshooting on any issues raised and providing training to other staff on DRC Dynamics Budgeting and Master Budget management.

2. Budgeting

• Provide cost allocation based on gaps and ensure all actual gaps for each area are considered and taken into account when budgeting for each proposal.
• Timely budget preparation and ensure a timely and well-coordinated budget preparation with all the program sectors and field offices.
• Manage the ETH internal budgeting tool with fixed lines to ensure all relevant costs are accounted for therefore minimizing risk for missed costs.
• Ensure flagged amendments are concluded (including NCEs)
• Ensure timely preparation and submission of budgets for new project proposals
• Ensure that new budgets follow internal DRC guidelines, external donor guidelines and respect the 80-20 rule.
• Work closely with the Finance Manager and Head of Support Services to ensure inclusion of relevant support costs in new budgets and cost recovery of funding gaps as reported in the country master budget.
• Suggest corrective action to be taken by SMT to fill the gaps.

3. Budget Follow-up

• Ensure Budget Follow Ups (BFUs) are setup in DRC Dynamics as soon as grants are signed and serve as the main focal point for setting up the Work Breakdown Structure (WBS) for each budget in Dynamics according to donor guidelines and budget templates.
• Coordinate the budget follow-up and forecasting tool that will show financial progress against the program achievements. Follow up with each Area Manager and Budget Holder on spending and eligibility of costs incurred/posted to ensure a 100% utilization on grants.
• Enforce regular monthly BFU review process where the Country Office reviews feedback from the field level BFU reviews, in collaboration with the Grants Coordinator, Head of Program, and Head of Support. 
• Monitor burn rates and implementation progress and flag grant underperformance and compliance issues to relevant FO AMs, Program Managers, and the Senior Management Team. Support follow-up actions to resolve grant challenges.

4. Donor Reporting and Compliance

• Timely reporting – ensured reports are submitted to the donor on time and better quality
• Donor compliance – ensure donor rules and regulations have been communicated and complied with (flexibility, …)
• Co-funding – introduced a co-funding template to help identification of transactions
• Ensure all close out documents are in place (fraud declaration, asset register..)
• Review on a monthly basis the Rolling Action Plan for financial reports due to donors in the coming month.
• Balance out the BFU report and prepare the financial report in the Donor format for submission to RO and HQ
• Support Finance Manager on preparation of Ethiopia statutory report and coordinate the audit process.
• Update the Annual Performance Indicators for Finance on a monthly basis and submit to Finance Manager and HoSS for review/feedback.
• Follow up and ensure that partners are reporting on time. Review partner submitted reports and do expenditure verification.

5. Financial Management

• Setup and organize project BFUs in a way that enables Area Managers and budget holders to ensure effective budget monitoring and control
• In cooperation with the Deputy Finance Manager, proposing and drafting necessary adjustment or rebooking of entries on and ongoing basis
• Provide the systematic financial analysis to each HoP &AM on the BFUs on the utilization of the budgets as planned

6. Installment follow-up

• Track installments and ensure requests are submitted to donor and proper/timely follow up is in place.
• Flag any issues with installments to HoSS and HoP for follow up.

7. Partnership Management

• Build and strengthen the capacity of partners in the area of financial management. Plan and organize regular trainings and other capacity building initiatives such as exchange visits to ensure that partners/subrecipients acquire and maintain the skills required to manage financial resources provided by DRC and other donors.
• Support the financial assessment of new grant proposals and budgets from partners.
• Carry out the review of quarterly financial reports received from partners – identify, investigate, and report.
• Carry out partner financial monitoring visits during the term of their grants to review supporting documents underpinning financial reports and ensure that these comply with donor (e.g., US Government) requirements.
• Provide financial and donor compliance training and capacity building for partners as required.

DRC’s core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.  
• Collaborating: You involve relevant parties and encourage feedback.  
• Taking the lead: You take ownership and initiative while aiming for innovation.  
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.  

Experience and technical competencies: (include years of experience)

• Minimum 5 years proven progressive experience in finance related positions
• Minimum 3 years’ experience working for INGOs
• Proven experience in working with financial management of projects funded by humanitarian donors
• Solid knowledge and understanding of financial compliance and procedures
• Strong interpersonal and communication skills and the ability to work under pressure 
• Excellent skills in the use of computers (MS Word, Excel, Power Point);

EDUCATION: (include certificates, licenses, etc.)

• Bachelor’s Degree in Accounting

LANGUAGE: (indicate fluency level)

• Excellent verbal and written English.
• Knowledge of Amharic an added advantage.

TO APPLY

Interested candidates who meet the required qualifications and experience are invited to submit an updated CV and cover letter explaining their motivation and why they are suited for the post. 

Candidates are encouraged to apply as soon as possible, as applications will be reviewed on a rolling basis until the position is filled.

We only accept applications sent via our online-application form on Budgeting and Reporting Coordinator – Application Form (hr-manager.net)

Please forward the application and CV, in English through the stated website no later than October 21, 2024.

We strongly encourage female candidates to apply for the position!

For general information about the Danish Refugee Council, please consult www.drc.ngo
Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gendergap.
Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics
We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.