Deputy Finance Coordinator (Deputy Head of Department)

Syria

Finances/Accountancy

Not Specified

ROLES AND RESPONSIBILITIES:

Financial and budgetary management:
•Update the monthly budget follow-up tool with the accountancy extraction and exchange rate and share with coordination.
•Consolidate the budget follow-up tool for the mission
•In line with new projects approval, prepare formats of financial follow-up (OFU, LFU, TFU, BFU) for the review of the Finance Coordinator
• Cross-check the spent and forecasted expenditures information recorded by the Fields and request information to justify any variation month to month
•Prepare & share budget follow-up analysis with Finance Coordinator before Fields BFU meeting
•Ensure that the global/master allocation board is updated after closure of the monthly accountancy & share with the Fields
•Ensure that the global/master allocation board is updated after finalising each final financial report for grants.
•Ensure that all new grants are updated in the allocation board as soon as the grant is submitted to donors
•Participate in the BFU meeting for Fields & prepare meeting action plan with Finance Coordinator
•Conduct variance analysis and provide recommendations for budget optimisation for the grants facing challenges under- & overspent.
•Prepare financial risk & share with Finance Coordinator for his/her validation
•Validate the mission’s accounts at the end of each month, following the Senior Accountant’s completion of the consolidations.
•Validate procurement request for Damascus as the Authorisation Table
Cash Forecast update and treasury management:
•Ensure the Fields sends their monthly forecast promptly
•Verify & consolidate Fields and the Coordination forecast
•Coordinate with Base Admin Managers and the Fields Finance Manager to address any overly high or unrealistic forecasts, helping to prevent excessive cash transfers from HQ to the mission and to minimise high end-of-month cash and bank balances.
•Review Damascus's monthly cash requirements (CFF) in coordination with the HR and Logistics departments, consolidate the information, and share it with the Finance Coordinator.
•Process and monitor cash transfers from Headquarters in Paris.
•Supervise and support the regular update of the Standard Operating Procedures (SOP) for Cash for the whole mission.


Proposal Budget and Reporting:
•Assist in proposal development, providing financial guidance and contributing to budget preparation for donor funding.
oSharing budget templates (Internal & Donor)
oDonor rules & regulations associated with finance.
oFinancial guidance related to cost & no-cost extensions, budget modifications, & Donor flexibility.
•Check & consolidate partners’ budget into the SI budget for all new grants and submit it to the Finance Coordinator for his/her review.
•Contribute to kickoff & grants closure meeting (finance) presentations when informed by the Grants team.
•Identify, prepare, and submit all re-allocations for Finance Coordinator approval before forwarding to the Senior Accountant for integration into SAGA and BFU, ensuring optimal use of grants.
•Close coordination with the Compliance & Grants team regarding financial matters, ensuring compliance with donors
regulations and timely submission of financial reports.
•Prepare the financial reports (monthly, interim, yearly) and instalment requests with the support of the Senior Accountant.
• Analyse financial reports to ensure accuracy and compliance with regulations, ready for submission to the Finance Coordinator for validation.
Capacity Building
•Contribute to the training sessions that will increase the financial management capacity of SI staff members across coordinations.
•Conduct regular field visits to support and train the field team, enhancing their capacity for financial management.
•Provide technical support to the finance teams when required

Partnership management:
•Regularly monitor and analyse partner reports and burn rates, identifying any areas requiring immediate attention or alerts. Communicate significant findings to the Finance Coordinator for necessary action or solution.
•When requested, perform finance due diligence for new partners & contribute to existing partner performance evaluation.
•Build Partners' capacity for financial management through regular guidance, support & training.
•Prepare partner instalment payments for submission to HQ, following validation by the Finance Coordinator.

Audit
•Prepare & share documents with Finance Coordinator for all active or closed Grants requested from authorities, donors & auditors
•When requested, contribute to the internal audit managed by compliance for all active or closed grants
•Monitor audit compliance with authorities’ requirements, donor agreements, and organisational policies.
•Develop & maintain a systematised spot check system within the finance department to enhance compliance with financial regulations & mitigate risks.

Coordination:
•Takeover of the tasks of the Finance Coordinator in case of absence/gap in the position
•Lead the finance meetings at Damascus level when requested &/or in the absence of a Finance Coordinator.
•Represent the Finance department in the Coordination meetings when requested and /or in the absence of the Finance Coo.

2070 USD, plus allowances for transportation, medical expenses, and communication.

1

Sep 02, 2025

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