Reports To: Head of Grants and Compliance/ Head of Finance

JOB DESCRIPTION

Position: Grants and Finance Officer

Reports to: Head of Grants and Compliance/ Head of Finance

Location: IRC UK London Office (with international travel)

Salary: £31,533 per annum (UK Grade E)

Hours: 37.5 hours per week

Contract: Fixed term until December 2016

BACKGROUND

Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving 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 has its headquarters in New York and London. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. Through 22 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

OurEuropean headquarters, 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 advocatewith European policy-makers on behalf of the people we serve. IRC-UK comprises approximately 70 staff across five departments.

THE INTERNATIONAL PROGRAMMES TEAM

The International Programmes Team (IPT) leads the International Rescue Committee’s engagement with European donors. By closely working with the regional and country offices, it acts as the intermediary between major European statutory donors, field offices and the New York headquarters. IPT coordinates the reporting and accounting of grants and offers its financial and management expertise to field offices. IPT team members are also contributing to project design, negotiating with partners and are responsible for proposal development and compliance issues. With a deep understanding of the programmatic requirements of the various regions the IRC works in, and shifting donor strategies, the IPT is well placed to advocate on key issues on behalf of the IRC and was responsible for raising over $150 million in the 2013/2014 financial year. The IPT has forged good working relationships across the sector and is regularly called on by the IRC to offer advice and to assist with strategic planning.

Team Chart

The Purpose of the Role

The International Rescue Committee seeks a full-time Grants and Finance Officer to support on the implementation of the IRC-UK’s Humanitarian Framework Agreement with Sida (the Swedish International Development Cooperation Agency) and the Urban Refugees Advocacy and Learning Partnership funded by DFID. The purpose of the role is to:

·  Provide financial and grants management support to the implementation of the Sida Humanitarian Framework Agreement (HFA).

·  Provide financial management and administrative support to the Urban Refugees Advocacy and Learning Partnership.

·  Prepare donor and internal management reports, monitoring and spending plan and support in proposal writing.

Key Working Relationships

·  Reports to Grants - Frameworks Manager (based in London) and Head of Finance.

·  Liaises with the Urban Displacement Policy Advisor for financial, logistical and reporting aspects of the Urban Refugees Advocacy and Learning Partnership.

·  Liaises with the IPT team for financial and grants management aspects of the Sida HFA.

Scope and Authority

Authority:

·  Has authority to make decisions within the parameters of donor policy and procedures. Any non-routine and complex matters should be referred to their line manager.

Responsibility for Resources:

·  Is responsible for the quality of donor budgets and reports, but has no financial budget to manage.

KEY ACCOUNTABILITIES

Financial and budget management (30%)

·  Prepare and maintain project budgets; on a monthly basis prepare Budget versus Actuals including brief commentary on matters identified.

·  Oversee the invoices’ payments and coding, making sure that all the payments are properly charged to the project and coded according to the system in place (from a range of sources: salary costs, supplier invoices, expenses claims)

·  Coordinate and support budget realignments and annual budget reviews, when relevant

·  Prepare and regularly update spending plans, lead the preparation of forecasts, including for donor reporting

·  Monitoring income from donors and funds transfers

·  Revise and update tools and templates for budget management and donor reporting

Donor reporting and compliance (35%)

·  Produce quarterly financial reports to DFID and financial reports to Sida; this includes supporting Sida Audit Framework report.

·  Act as a focal point and coordinator of narrative reports for grants and support the drafting of the reports.

·  Ensure that financial and narrative reporting meets donor requirements, quality standards and is submitted in compliance with donor reporting deadlines

·  Develop and provide reporting templates to relevant teams, ensure use of consistent templates

·  Ensuring compliance with DFID, Sida and IRC’s grant management and financial policy, procedures and regulations.

Proposal writing (15%)

·  Collate inputs for framework proposals for new opportunities, write proposal sections and edit inputs from colleagues if required.

·  Prepare budgets, and coordinate internal reviews and approvals before submission.

Grants Administration (20%)

·  Maintain tracking systems for grants and other office systems, including inputting raw data into IPT’s tracking systems (grants database)

·  Train staff on tools and templates, and donor regulations, as required

·  Arranging travel for key project teams participating in project events

·  Supporting the project team with event arrangements (participants, venue, etc)

·  Supporting in preparing materials for briefing events and meetings

PERSON SPECIFICATION

Essential

Skills, Knowledge and Qualifications:

·  Knowledge on project budgets and financial management

·  Knowledge of European institutional donors and their requirements

·  Knowledge of accounting software and experience of setting up coding structures to support donor reporting and high-level Excel.

·  Demonstrated expertise in writing and editing proposals

·  Strong organizational skills with proven ability to be flexible and to work well under pressure, to deal with multiple competing priorities and to multi-task, and to manage time effectively

·  Ability to work in close collaboration with team members in a multi-location team

·  Good analytical skills and attention to detail

Experience:

·  Experience in budget, financial management; setting up budget structures and preparing internal reports for budget monitoring

·  Experience of preparing donor financial reports, including audit reports (e.g. DFID, ECHO, Sida, IrishAid)

·  Experience and a good understanding of European institutional donors and their requirements

·  Substantial proposal writing experience and supporting teams in developing proposal submissions

·  Project management and logistical experience, including organising events and travel

·  Experience with / working in developing countries and/or a conflict-affected context

Desirable

·  Knowledge of SUN accounting software and Vision/InforQ&A reporting

·  Degree, preferably in a subject related to IRC’s work (International Relations, Refugee or Migration Studies, Development Studies, Public Policy), or equivalent

·  Knowledge of French

TO APPLY

To apply, please send your CV (two page max) and a cover letter describing:

·  Your reasons for applying

·  How you meet the person specification

·  Current salary

Please send to:

The closing date is: Monday 7th September 2015 at 10am

Interviews will take place on Wednesday the 9th or Thursday the 10th September

Candidates must have the right to work in the UK.

In order to minimise administrative costs, IRC-UK will only contact short-listed candidates.

IRC-UK strives to be an equal opportunities employer. IRC-UK is committed to equality of opportunity and to non-discrimination for all job applicants and employees, and we seek to ensure we achieve diversity in our workforce regardless of gender, race, religious beliefs, nationality, ethnic/national origin, sexual orientation, age, marital status or disability.