Job Overview:
The Finance Administration Assistant will support the general management of the International Rescue Committee’s Emergency and Humanitarian Action Unit (EHAU) with matters relating to its operating budget, payroll, and general finances. With direction from the Finance Officer and Deployment Manager, they will assist with the day-to-day accounting, monthly timesheets, and financial management for the Unit. Working closely with the Deployment Team, they will also be responsible for financial payroll allocations for the unit’s 60+ full-time staff and timesheet review of 20 Emergency Response Team (ERT) staff and +120 staff of the Global Surge Team (GST). The Finance Administration Assistant will play a critical field support role by processing payment requests for EHAU/new country programs and collaborating closely with HQ Finance to quickly fulfill financial requests from the field.
This position is ideal for a candidate with a background in basic budgeting and accounting, who wants to use their skills in a fast-paced environment supporting emergency responses to the world’s worst humanitarian crises. The ideal candidate will enjoy balancing multiple responsibilities while maintaining strong collaborative relationships with HQ and field colleagues. If this resonates with you, please consider joining us!
Major Responsibilities:
Budgeting:
Assist with setting up new projects and uploading budgets in Integra; Ensure that budgets are accurately reflected in Power Bi.
Upload budgets revisions periodically.
Accounting:
Review transactions on Emergency Unit projects including charge codes, exchange rates, transactional details, etc., and determine necessary accounting recodes.
Prepare required supporting documents, including revised timesheets and approvals, and journals to process accounting recodes in the system.
Work with HQ Finance to support audit requests and other ad-hoc analysis.
Financial Support to the Field:
Run transaction reports for new country programs or for Emergency Unit-managed funding sources being used by country programs.
Handle Integra invoice and payment journals for subawards, consultants, and other trade vendors for EHAU and new emergency response operations in a timely manner.
Support the Unit with questions, training and technical support on Integra matters, i.e. expense reports, travel/program advances, liquidation, credit card reconciliations, etc.
Time and Effort (T&E) Reporting:
On a monthly basis, work with the Deployment Support team to review payroll charge codes for deployable Emergency Response Team Staff (ERT); Prepare journal accounting for all deployable staff based on provided charge codes and associated “Daily Rate” for each staff member.
Prepare monthly payroll allocations and allocate in IRC’s internal online time & effort tracking platform (TETRA) for all non-deployable staff; Ensure timely submission of TETRA reports and follow up on staff and supervisor approval.
Work with the Deployment Support team to charge monthly fixed deployment fee for ERT and Global Surge Team (GST).
Global Surge Team Support:
Ensure GST staff are taken off and on leave on Workday, liaise with the HR and Benefits teams to update contract end dates and deployment start/end dates.
Track benefits eligibility and accrual rates, notifying GST staff and Deployment Management Team when they become benefits eligible.
Submit ECR forms to HR Ops when GST staff shift employee types.
Approve GST timesheets and support GST staff with timesheet related issues.
Update and maintain GST staff folders.
Liaise with GST staff to gather info for field ID creation in coordination with Program Associates.
Requirements:
Bachelor’s degree in business administration, accounting, finance, or equivalent.
1-2 years of accounting or finance experience strongly preferred.
Proven ability to work accurately, with great attention to detail, and to handle multiple priorities in a timely manner.
Familiarity with basic budgeting and accounting an asset.
Ability to thrive in a dynamic environment, within and across departments/functions, and develop positive relationships with local and remote staff.
Ability to exercise good judgment and maintain confidential information.
Customer service orientation with desire to find creative and timely solutions.
Strong comfort level in standard PC office software such as Word, Outlook, Excel, PowerPoint preferred. Experience with Power Bi a plus.
Excellent interpersonal skills and ability to work in a multi-cultural environment.
Excellent oral and written communication skills (English) required.
Multi-lingual skills advantageous – with priority placed or French, Spanish, or Arabic.
Working Environment:
Standard office work environment. Remote work is an option.
Standards of Professional Conduct: The IRC and IRC workers adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Equality, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
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.