Finance & Administration Manager

  • Added Date: Wednesday, 20 May 2020
  • Deadline Date: Sunday, 31 May 2020

Job Summary:

The Finance Manager will control and manage the implementation of the accounting systems in the IRC’s Kansas Office for Refugees (KSOR) in Wichita, KS, including collecting and processing financial data in order to provide management, donors, and others with timely, accurate and understandable financial information. This position also provides day-to-day financial management of KSOR’s sub-awardees and supports the overall management of the sub-awarding process.

Major Responsibilities:

General Accounting and Financial Management Responsibilities

• Administer and oversee the office budget(s) and budgeting processes, reporting and contract/grant compliance in the financial area.

• Ensure office compliance with IRC’s accounting policies vis-à-vis fund accounting as noted in IRC’s finance manual and generally accepted accounting principles.

• Coordinate the protection of the organization’s assets by implementing IRC’s Internal Control procedures.

• Provide solutions to budget challenges and strategically utilize financial expertise to ensure maximum leverage of available funds.

• Supervise the office disbursements, all financial activities and fiscal reporting to ensure proper allocation of funding sources and fiscal compliance with donor requirements, and IRC control policies.

• Supervise the office banking arrangements.

• Review all accounting transactions to ensure proper coding and enter all transactions into IRC’s accounting software.

• Prepare and record journal entries.

• Prepare monthly financial reports and submit as per scheduled due dates.

• Facilitate external or internal audit as needed.

• Prepare financial reports to various donors as per contractual obligations.

• Review monthly expenditures and financial reports with the Statewide Refugee Coordinator in a timely manner.

Sub-Awardee Finance Management Responsibilities

• Participate in KSOR’s proposal review and modification process focusing on sub-awardee budget; review in coordination with the Partnerships Manager and relevant program staff.

• Ensure proactive communication with sub-awardees about the submission of their financial reports according to terms of their sub-awards. Review and validate spending plans from partners against reported expenditures.

• Prepare Payment Requests for Sub-Awardee payment (advances and reimbursements).

• Ensure the financial monitoring and spot check visits to sub-awardee offices is conducted according to IRC requirements and standards.

• Ensure that a sound, accurate and organized archiving system is in place, both hard and soft (electronic) copies for all financial reports and their supporting documents.

• In coordination with the Partnership Manager, develop or revise sub-awardee financial templates.

• Review all sub-awardee budget modifications in coordination with technical coordinators, and Partnerships Manager.

• Participate in Pre-Award Financial Assessment (PAAs) meetings for all new potential partners, as well as update the PAAs for all existing partners, on annual basis. In collaboration with Partnership Manager, provide update to Statewide Refugee Coordinator on the findings and provide recommendations for improvement.

• Lead the finance and compliance section of the Grant Opening, Review and Closing meetings, and provide necessary updates to all members.

• Design, update and deliver financial management training for partners’ staff, working closely with the Partnership Manager and relevant program staff.

• Conduct finance and general compliance monitoring visits to partners and prepare monitoring report and action plan to submit to Statewide Refugee Coordinator and Partnerships Manager.

Other Responsibilities

• Provide information for the requests for proposal for procurement and service contracts.

• In coordination with program staff and Partnership manager, participate in the vendor analysis process to make recommendations to the Statewide Refugee Coordinator.

• Track and analyze payments to key vendors across key service areas.

• Provide finance updates and relevant information-sharing at KSOR all-staff meetings.

• Provide training and technical support to help KSOR staff develop financial management knowledge.

• Support all KSOR staff by providing direct feedback on expenditures relative to budget.

• Participate in KSOR-led community meetings, as requested.

• Assist the Statewide Refugee Coordinator in coordinating and communicating with other OfR staff, Headquarters staff, and all office staff on issues related to finance, personnel and program delivery.

• Other duties as assigned.

Qualifications

• Undergraduate degree required in related field such as Finance, Accounting, Business Administration Graduate degree preferred.

• Minimum of 5 years of non-profit finance/accounting experience required.

• Solid computer-based accounting skills, including spreadsheets and other financial related software programs.

• Proficient in general office software programs lik MS Word, Excel, and Outlook.

• Excellent written and verbal and communication skills.

• Ability to prioritize, manage time effectively, and work under pressure with deadlines.

• Ability to drive a vehicle with a valid driver license, and proof of insurance.

• Fluent in English, both spoken and written.

Working Environment:

• Standard office work environment with considerable time at a computer terminal.

• Occasional evening and weekend hours as required by the work.

• Approximately 20% domestic travel, mainly within Kansas.

IRC- leading the way from harm to home

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

This vacancy is archived.