Senior Finance Coordinator (VRN SFC-AD-26-004)
Job Description
- POSITION TITLE: Senior Finance Coordinator.
- REPORTING TO: Finance Manager.
- LINE MANAGEMENT RESPONSIBILITIES: Senior Finance Officer & Finance & Admin Officers.
- DEPARTMENT: Finance.
- DUTY STATION: Country Office (Aden).
- CONTRACT TYPE: Fixed Term.
- WORKING RELATIONSHIPS: Regular liaison and engagement with Country Director, Finance Manager, Heads of Sectors/ Units, Partner Organizations, Regional Team, Regional Desk Coordinator, external stakeholders and IRW finance as per advice of Line Manager.
Job Purpose
The Senior Finance Coordinator supports the Finance Manager in financial management, grants management, budgeting, reporting, compliance and internal controls across the Country Office and field operations. The role ensures accurate and timely financial information, compliance with Islamic Relief and donor requirements, effective budgetary control, sound resource management, and strengthened financial capacity of staff and partners.
Key Result Areas
Technical Level
- Grants and donor financial management
- Budget preparation, monitoring and budgetary control
- Financial reporting, analysis and forecasting
- Financial controls, accounting and month-end closing
- Donor compliance and financial risk management
- Cash, bank and fund management
- Audit, spot-check and financial assurance support
- Staff and partner financial capacity building
- Field-level financial oversight and support
Operational Level
- Coordination (internal & external stakeholders)
- Record management (both soft & hard) related to job role.
- Working knowledge of MS Office, Outlook, ERP systems
- Communication, Planning & Scheduling, Time, Stress & Conflict Management, Situation handling, Leadership Skills, Workload & team management
Organizational Level
- Demonstration of IR Values while working with teams / stake holders
- Empowering others to ensure procedural accountability
- Knowledge of IR strategic priorities
- Collaboration & networking with others for continuous improvement
- Adaptation of environment friendly & cost-effective approaches in your domain
- Respect & promote the workplace diversity with special focus on inclusion
- Exposure at field level to internalize the implementation philosophy
Key Accountabilities
The following are the main responsibilities that the role holder will be accountable for:
Technical (Elaborate the technical key results areas in detail).
Grants Management And Donor Compliance
- Review donor agreements, budgets and financial provisions and highlight key financial and compliance requirements to program staff.
- Ensure grant financial management is aligned with donor regulations, approved budgets, grant agreements, Islamic Relief policies and applicable procedures.
- Support project inception, review and close-out processes, providing financial guidance to program and support teams.
- Ensure grant budgets and related information are accurately established and maintained within the ERP system, including project and budget structures, access and approval arrangements.
- Monitor donor restrictions, cost eligibility, cost recovery, budget flexibility and financial reporting requirements, escalating potential compliance risks to the Finance Manager.
- Support responses to donors, partners and programme queries relating to budgets, expenditure, financial reporting and grant compliance.
- Monitor projected income, expenditure and funding requirements and provide financial analysis to support management decision-making.
Budget Preparation, Monitoring And Control
- Review project and annual budgets to ensure appropriate costing, realistic cash-flow projections, cost recovery, alignment with approved proposals/ DIPs and compliance with donor requirements.
- Support Programme and budget holders in the preparation, review and monitoring of project budgets.
- Facilitate budget realignments and revisions in accordance with donor and organizational requirements.
- Lead and coordinate monthly Budget Versus Actual reviews, ensuring significant variances are analyzed, documented and followed up through agreed action plans.
- Provide financial analysis and recommendations to management on budget utilization, expenditure trends, funding gaps and emerging financial risks.
- Ensure expenditure remains within approved budgets and is appropriately aligned with programme implementation plans.
Financial Reporting, Analysis and Forecasting
- Ensure accurate and timely preparation of monthly, quarterly, donor and other required financial reports.
- Coordinate donor interim and final financial reports, ensuring completeness, accuracy, supporting documentation and compliance with agreed reporting formats and deadlines.
- Prepare and review project fund and budget balance reports, income recognition, cost recovery and expenditure analysis.
- Lead the preparation and submission of monthly fund reports to the Regional Office in accordance with established requirements.
- Conduct variance analysis and link financial performance with programme implementation, providing practical recommendations.
- Support financial forecasting, cash-flow planning and projected income and expenditure analysis.
- Ensure financial information provided to management is accurate, timely and relevant to support decision-making.
Financial Controls, Accounting and Month-End Closing
- Support the Finance Manager in maintaining effective financial systems, accounting controls and procedures that promote efficiency, integrity, transparency and accountability.
- Ensure financial transactions are properly authorized, accurately recorded and supported by complete and appropriate documentation.
- Supervise and review balance-sheet reconciliations and ensure outstanding items are investigated and cleared promptly.
- Ensure effective control over cash and bank balances, including regular reconciliations between physical cash, bank accounts and accounting records.
- Ensure month-end closing is completed accurately and within established deadlines, including income recognition, cross-charging, reconciliations and fund requests.
- Coordinate with HR and relevant departments to ensure accurate and appropriate allocation of staff salaries and other shared costs.
- Identify weaknesses in financial controls and recommend corrective measures to the Finance Manager.
Audit, Assurance and Financial Risk Management
- Facilitate annual and project audits, spot checks, finance health checks and other financial assurance activities.
- Coordinate the preparation of audit schedules, supporting documentation and management responses, ensuring timely follow-up of audit findings.
- Conduct or support internal financial reviews of field operations, projects and implementing partners as assigned.
- Identify financial, compliance and control risks and escalate significant issues to the Finance Manager with appropriate recommendations.
- Liaise professionally with external auditors, banks, relevant government authorities and other external bodies as required.
- Follow up implementation of agreed corrective actions arising from audits, reviews and financial monitoring exercises.
Capacity Building, Technical Support, and Field Office Oversight.
- Support practical training and coaching initiatives on budgeting, BVA analysis, financial reporting, donor compliance and financial procedures.
- Provide technical guidance and coaching to finance, programme and partner staff.
- Promote consistent application of Islamic Relief financial procedures and donor requirements across field operations.
- Provide regular financial support and oversight to field offices and project locations, including review of financial transactions, controls, and compliance.
- Conduct regular field visits in accordance with operational requirements to review financial processes, monitor project activities and identify areas requiring corrective action.
Operational
- Maintain complete, accurate and secure financial, grant, reporting and audit records in accordance with Islamic Relief record-retention requirements.
- Ensure financial supporting documentation is systematically maintained and readily accessible for management, audit and donor review.
- Supervise, guide and monitor the performance of staff under direct line management responsibility, including allocation of workloads, coaching, performance follow-up and professional development.
- Plan and prioritize activities effectively, meeting reporting, closing, audit and other financial deadlines.
- Contribute to the review and improvement of finance processes, systems and tools to enhance efficiency, accountability and service quality.
Organizational
- Comply fully with Islamic Relief policies, procedures, delegated authorities, financial controls and applicable legal and regulatory requirements.
- Demonstrate Islamic Relief values and principles of fairness, humanity, honesty, respect and fair treatment in all professional relationships.
- Promote a culture of accountability, transparency, integrity and responsible stewardship of organizational and donor resources.
- Adhere to Islamic Relief's zero-tolerance approach to bribery, fraud and corruption and promote awareness of appropriate reporting mechanisms.
- Maintain awareness of Islamic Relief's strategic priorities and contribute to their effective implementation through the Finance function.
- Promote diversity, inclusion and respectful working practices, including consideration of the needs of marginalized and vulnerable groups.
- Undertake other duties consistent with the nature and level of the position as assigned by the Finance Manager.
Person's Specifications
It is essential that the post holder demonstrates a good understanding of and empathy with Islamic values and principles, together with a strong commitment to Islamic Relief Worldwide's vision, mission and core values.
Qualification
- Bachelor/ Master's degree in finance/ ACCA/ CPA finalist or equivalent.
Experience
- Minimum 7 years of relevant experience, including grants management, budgeting, and reporting. Proven experience in independently managing institutional donor funding, including ECHO, UN Agencies, SIDA, and GAC.
Computer Skills
- Strong working knowledge of MS Office, particularly advanced Excel.
- Strong knowledge and practical experience of ERP/financial management systems.
- Experience with Microsoft Dynamics AX and/or similar ERP systems is highly desirable.
- Experience with Atlas Reporting or similar financial reporting platforms is an advantage.
- Strong understanding of donor financial regulations, accounting principles and internal control systems.
Key Personal Qualities
- Strong analytical and problem-solving skills.
- High integrity and accountability.
- Strong attention to detail and accuracy.
- Excellent communication and interpersonal skills.
- Strong leadership and team-management skills.
- Ability to coach and develop staff.
- Ability to work effectively under pressure.
- Ability to manage competing priorities and deadlines.
- Resilience and adaptability in challenging environments.
- Strong teamwork and collaboration.
