Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.
The Program / Department / Team
Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a team of about 400 people working in North and South Kivu and Ituri Provinces with the overall country goal to support vulnerable communities through crises, while fostering programs that build resilience and promote long-term change. Mercy Corps’ country office is in Goma with field offices in North Kivu (Beni), South Kivu (Bukavu, Kavumu), and Ituri (Bunia, Mambasa). Mercy Corps’ key programming areas include a combination of longer-term development and immediate humanitarian response programs in order to: 1) Improve water service delivery and ensuring equitable access to Water, Sanitation and Hygiene services, in urban and rural areas; 2) Improve food security and nutrition; 3) Promote diversified livelihoods, economic recovery and development.
The Position
In Coordination with the Chief of Party and the Finance Director, the Close-out Finance Manager will lead the close-out process (financial, compliance, subaward) of Mercy Corps DRC’s largest USG program (name: FSP). The Close-out Finance Manager will be responsible for ensuring that the close-out process of the FSP program is in line with Mercy Corps procedures and timelines, as well as USAID rules and regulations. The Close-out Finance Manager will also be responsible for reviewing Subawardees’ financial records, report any compliance issues and work with the partners to implement corrective actions in due course. The incumbent will work closely with the Operations team to make sure that field office closure, asset inventory, asset disposition and archiving is done in compliance with Mercy Corps rules.
Essential Responsibilities
FINANCE AND COMPLIANCE
In close coordination with the FSP program team and the Finance Director, update the monthly Budget vs. Actual (BVA) tool to track final commitments and ensure spending is on target.
Review projections with the program team and update the forecast forward accordingly.
Timely notify the Finance Director of any planned over/under spending.
Review Mercy Corps expenditures posted to the FSP program to ensure all costs are eligible in accordance with USG cost principles. Notify the Finance Director of any potential disallowable costs.
Perform financial review of purchase requests, purchase orders, and payment requests to ensure compliance with MC policies and procedures and donors’ requirements. Ensure that all new commitment and obligations can be liquidated within the program timelines. Track outstanding Purchase Requests and work with the Operations team to close all procurement files before the end of the program.
List and track all expenses that will need to be paid during the liquidation period.
Review the prime award requirements and ensure Mercy Corps is in compliance with them. Timely notify the Chief of Paty and the Finance Director of any potential breach.
ACCOUNTING & LEDGER REVIEW
Review Balance Sheet account balances and ensure they are up to date. Make sure that operational and travel advances are liquidated, and no outstanding balance sheet items that relate to the FSP program remain uncleared.
Review of relevant ledgers to identify potential miscoded transactions. Identify them and propose reclassification entries to the Finance Director if necessary.
Review and finalize other Receivables/Payables: ensure that any of these accounts that may have items relating to the award are reviewed and noted for action.
SUBGRANTS CLOSEOUT AND COMPLIANCE WITH THE PRIME DONOR REQUIREMENTS
Review all Subgrant folders and ensure they are up to date and complete. Work with the in-country subaward team to identify potential gaps in filing and adjust them.
Ensure that subgrantee compliance review (or spot-checks) or required on-site audit are carried out and that each review exercise is documented for all subgrants.
Reconcile all Subaward fund disbursements with the respective financial reports. Note any difference and propose corrective action in due course.
Complete all subaward close-out checklists and archive them appropriately.
Close out all subgrants in Mercy Corps accounting system in line with Mercy Corps procedures.
OPERATIONS
In close coordination with the Operations teams and the Close-out Team Leader, ensure that:
Field offices are closed in accordance with the close-out plan and that costs related to the closure of field offices are allowable on the FSP grant. Make sure sufficient budget is allocated to cover all costs related to the close out of the relevant field bases.
Review and reconcile asset lists with the accounting entries. Ensure that current Fair Market Values (FMV) are documented and filed. Liaise with MC HQ when necessary.
Work with the program and Operations team to develop the final disposition plan of all assets and inventory under the FSP program. Present it to the Country Leadership Team for approvals.
Ensure that assets are disposed of in accordance with USG rules and regulations and Mercy Corps Asset manual.
Supervisory Responsibility
Technical supervision of the South-Kivu Finance teams, composed of 1 Team Leader / 2 Officers / 3 Assistants
Accountability
Reports Directly To: Finance Director based in Goma
Works Directly With: The FSP Chief of Party, all program Managers, South-Kivu Finance team members, Operations teams, and the Close-out Team Leader.
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects. Minimum Qualifications & Transferable Skills
Success Factors
The ability to interact effectively with international and national personnel is required. A demonstrated ability to multi-task and meet tight deadlines is necessary. A high professional standard of finance ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The ability to take financial data and present it in meaningful financial reports is essential. The Finance Manager must be willing to travel to Mercy Corps field offices and project sites.
Living Conditions / Environmental Conditions
This position is an unaccompanied position. Shared housing will be provided in Bukavu according to Mercy Corps DRC housing policy. Travel may be required up to 50% of the time to Field offices in South Kivu. Living in Bukavu is comfortable, although water and electricity can be unstable.
Eastern DRC continues to be an arena of violence and insecurity. Mercy Corps' sub-offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers. Mobile phones and cellular service are widely available. Internet is available in all Mercy Corps offices. There is a number of health services available with evacuation options for serious illnesses. There is reasonable access to most consumer goods, although they can be expensive.
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
Ongoing Learning
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.