Deputy Finance Controller

Job Description

SUMMARY STATEMENT OF RESPONSIBILITIES:The Deputy Finance Controller assists the Deputy Director of Finance (DDF) by managing the day-to-day operations of the accounting unit. At the discretion of the Country Director the Deputy Finance Controller will assume some or all of the Controller responsibilities when the FC is absent.SPECIFIC RESPONSIBILITIES:The incumbent is responsible for ensuring that the day-to-day accounting operations and financial management functions are performed in accordance with IRC and country office policy and procedures. Specific responsibilities within each functional area are as follows:1)???SUN Processinga)???Control over and/or entry of changes to the Chart of Accounts, Analysis Codes and Exchange Ratesb)???Performing or supervising the posting of entries ensuring proper controls are enforced and appropriate systems in place to maintain all required supporting documentation.c)????Production of required monthly and ad hoc reports.d)???Developing expertise to control the system, develop new reports and be able to train staff in processing of data.e)???Ensuring budgets are loaded on a timely basisf)?????Ensuring a backup and retention procedure is in place and followed for all SUN master files2)???Donor Reportsa)???Preparation of draft donor reports for review by the Finance Controllerb)???Analysis of actual to budget results to identify problems in accounting or compliancec)????Identification of procedural or training issues to be addressed to improve the quality of report data.d)???Preparation of the creation of detail level budgets in IRC SUN format to ensure required donor reports can be produced form the accounting system3)???Field Office Training & Supporta)???Acting as the primary liaison for the field office finance staff for policy or procedure questionsb)???By frequent visits to the field offices providing training to finance staff on IRC accounting procedures and requirements, assists the Field Coordinators and program staff in finance related issues and activities.c)????Review of financial data submitted by the field to identify weaknesses or problems being encountered by field finance staff and recommend corrective action.d)???In conjunction with the Finance Controller developing or revising policy and procedures and assists in the implementation.4)???Balance Sheet Accountsa)???Supervising or performing all balance sheet account reconciliation?s on a timely basisb)???Ensuring differences or discrepancies are brought to the attention of the FC and that appropriate action is taken.c)????Recommending standard formats for reconciliation?s and/or procedures to improve the underlying accounting, control or processing of transactions to minimize errors or omissions.5)???Procurement Accountinga)???The review of and accounting for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over paymentsb)???Maintaining a system to track commitments and outstanding contract amounts.c)????Providing input to Purchase Request approvals to ensure commitments are considered before further purchases approvedd)???Primary responsibility for liaison with logistics/procurement.6)???Cash/Bank ? Processinga)???Supervision of the processing of bank and cash transactions.b)???Ensuring internal control procedures are followed for all cash disbursements, receipts and transfersc)????Preparation or oversight of the preparation of the cash accounting worksheetd)???Liaison with bank officials to resolve problems or facilitate improved service.7)???Cash Forecastinga)???Preparation of cash forecasts and CTR for the country programb)???Monitoring cash usage and requirements and advises the Finance Controller of possible unusual activity or requirementsc)????Working with field and program coordinators to help them develop more accurate cash forecasts8)???Cost Accounting.a)???Providing recommendations for cost allocation systems in accordance with donor regulationsb)???Assisting in or reviewing physical inventory counts and ensuring proper valuation and accounting for inventory or supply items.9)???National Payrolla)???The processing of the national payroll ensuring standard financial controls are maintainedb)???Ensuring payroll reports and cash is distributed to the required locations in time for all staff to be paid by the last day of the month.c)????Preparation of the necessary related accounting entries including salary allocationsd)???Serving as primary liaison with Administration and the field offices on payroll related issuese)???Liaison with local government to ensure compliance with national tax and labor regulations.10)?Internal Audita)???Internal audit activities as required by the Finance Controllerb)???Reviews of controls and monitoring of compliance with established procedures.c)????Preparation of written reports for review by the Controller which identify key issues and provide recommendations for improving control processes or procedures11)?Budgetsa)???Assisting in the preparation and maintenance of the country?s Operating Budget to ensure data is complete and maintained on a timely basis.b)???Preparation of monthly management reports analyzing the use of unrestricted funding versus approved allocation.c)????Assisting in the development and preparation of cost allocation processes for overarching costs that comply with donor regulations on allowable costs.d)???Working with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of country operating costs and NY direct and indirect costs.e)???Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.

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