Lebanon: Finance and Compliance Manager - Lebanon

PROGRAM/ DEPARTMENT SUMMARY:

As a result of the Syrian civil war there is a major humanitarian crisis. Mercy Corps, along with national and international partners, is working to address urgent humanitarian needs wherever they arise. This response, the largest in Mercy Corps’ global portfolio, is currently comprised of refugee/host response operations in Jordan, Lebanon, Iraq and Turkey in addition to a response to the needs of displaced and conflict-affected populations inside Syria with relief distributions, WASH and livelihoods programming to vulnerable Syrians.

GENERAL POSITION SUMMARY:

The Finance and Compliance Manager is responsible for overseeing, ensuring and facilitating the compliance of programs with donor regulations and requirements for partners, i.e. sub-grantees and is responsible for all aspects of financial management of the programme, including financial transactions review, payments and banking, budgeting, financial reporting, grant financial management and compliance with Mercy Corps internal policies and procedures as well as donor regulations. The Finance and Compliance Manager, in support of the Program Department, provides timely reports and assistance to the South Central Syria (SCS) Director and the Program team to ensure that financial resources are used efficiently and effectively.

ESSENTIAL JOB FUNCTIONS:

Subgrant Management:

• Work closely with the Mercy Corps team to ensure they follow partnership compliance processes and guidelines, and issuing, managing and monitoring subawards in accordance with subgrant regulations.
• Ensure that the program is complying with Mercy Corps procedures on subgrant management, including ensuring all relevant information is updated in Mercy Corps financial system.
• Update the partnership compliance process as needed.
• Administer the partnership subgranting processes in accordance with the subgranting procedures, clearly defining and communicating steps for selecting, negotiating and awarding subgrants.
• Reviews and approves potential partner budgets and budget narratives for completeness, cost eligibility and compliance with subgrant requirements, as per the budget review checklist.
• Reviews and approves the pre-award assessment of financial responsibility and other due diligence of partners.
• In conjunction with Mercy Corps headquarters, select subgrant agreement type, provide relevant information to HQ to draft sub-grant and negotiate agreements with selected partners.
• Draft modifications to subgrants, as needed and as per Mercy Corps process.
• Financially review of all partner payments.
• Provide compliance guidance and tools and consultations to partners on a demand-driven basis,
• Assist the program team with assessing and support partner organizational capacity needs, so that the subgrant process strengthens the ability of local organizations to meet standards.
• Liaise with Mercy Corps Europe and US headquarter finance teams for international payment needs.
• Coordinate with the Mercy Corps Lebanon finance department for in-country payments, monthly accounting processes, etc.

• Coordinate with other Mercy Corps Middle East finance managers for the preparation and management of multi-country program budgets.

• Review partner financial reports, support with issues based on financial review, sign-off on the final versions, and ensure that reports are submitted to HQ on time and tracker is updated.

• Responsible for partnership financial close-outs, including ensuring that all requirements of the subgrant agreement have been met and that subgrant funds have been properly settled.

• Ensure compliance with all partner audit requirements, including the provision of support to partners during preparation and the conduct of the audit and follow-up as necessary.

• Follow up on all subgrant compliance issues and audits and document resolutions.

Grant Compliance:

• Participate in the development of the overall programmatic strategy and the partnership strategy.
• Ensure that the program is executed in alignment with donor agreements and the applicable donor regulations, staying abreast of changes in regulatory environment related to donor/grant compliance; update partnership process, tools policies and procedures as necessary.
• Help find creative solutions to issues that are compliant, yet facilitate the achievement of partnership strategy.
• Review partner procurement and program transactions, contracts and other documents for compliance requirements, including anti-fraud and diversion and ensure these requirements are met.
• Ensure timely and accurate submission of partnership information requests to the donor, Mercy Corps HQ and/or other key stakeholders.
• Prepare prior approval, waiver and other compliance requests internally to Mercy Corps HQ and/or to the donor, as necessary. Assist partners, as needed with subgrant compliance requests to Mercy Corps. Identify and communicate compliance risks associated with program implementation.
• Prepare and maintain internal and donor compliance-related reports.
• Support and review donor communications with regarding to subgrant and donor compliance.

Financial Management:

• Participate in sharing best practices with NGOs and governmental agencies working in similar environment.
• Plan and monitor Program cash flow requirements to ensure the smooth implementation of Mercy Corps programs.
• Provide monthly management reports to the SCS Director and Program Director, including BVAs, subgrantee reporting and other financial information, in a timely and accurate manner.
• Develop annual fiscal year budgets with the SCS Director and develop and implement grant budgeting and forecasting systems with Program Managers.
• Prepare and review budget for new projects or amendments in close coordination with the Director of Programs.

Team Management

• Create and sustain a dynamic and participatory work environment of mutual respect where team members strive to achieve excellence.
• Support and orient new team members as necessary. Provide team members with information, tools and other resources to improve performance & reach objectives.

• Contribute to country and regional team-building efforts, help team members identify problem solving options and ensure the integration of all team members into relevant decision-making processes.

• Ensure that all staff receive appropriate communications regarding their compliance assignments and responsibilities;

• Develop, update as necessary and deliver training programs and materials and ensure all staff are aware of the compliance requirements related to their position.

• Provide training and guidance as appropriate to team members about financial processes and templates.

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY: Partnership Finance Coordinator, Finance Officers and Finance Assistant.

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Humanitarian Director, Syria.

WORKS DIRECTLY WITH: Director of Programs, Lebanon Finance and Compliance Manager, Program Development and Quality advisor, HAT advisor, Program Coordinators, Monitoring and Evaluation Manager, Information Manager and Partner Organizations.

KNOWLEDGE AND EXPERIENCE:

• BA/S or equivalent in accounting, finance or related field required;
• 6-8 years of progressive financial management experience, including supervisory experience required. Remote management experience is an advantage, as is management experience of complex, multi-dimensional programming including administering small grants in an international environment.
• 6-8 years of experience with US, EU donors in grants management, financial management and reporting, audit process, and rules and regulations required.
• Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.
• Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.
• Experience in subgrant design, negotiation, and administration is required.
• Knowledge of Mercy Corps’ systems and procedures is highly preferred.
• Proven success managing the administration and compliance of donor funding;
• Proven experience working with complex teams in difficult environments;
• Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary;
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required;
• Experience with emergency response programs and staff training and mentoring is preferred;
• Experience working in Lebanon or the Middle East region is preferred;
• Fluency in written and spoken English essential; proficiency in Arabic is preferred;

SUCCESS FACTORS:

A successful candidate will have demonstrated ability to lead and communicate effectively with team members of varied work styles, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving and a proven ability to learn quickly, take initiative, and be accountable for results. S/he will be able to understand the larger picture while remaining focused on the details and be able to balance upholding adherence with finance and compliance standards with facilitating the implementation of a complex program. An ability to work independently and as part of a team with a sense of humor, a knowledge of finance and compliance and a curiosity about and sensitivity to new cultures are all essential.

LIVING /ENVIRONMENTAL CONDITIONS:

This position is based in Beirut, Lebanon, a pleasant and cosmopolitan city on the Mediterranean. The security situation is uncertain in Lebanon, with a possibility for rapid deterioration, particularly dependent on the Syrian conflict. Though currently secure in Beirut, all security guidelines and protocols must be closely followed at all times.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps' policies, procedures, and values at all times and in all in-country venues.

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