TITLE : Budgeting & Reporting Coordinator
TEAM/PROGRAMME: Finance Department
LOCATION: Port Sudan
GRADE: NAT 3
CONTRACT LENGTH: 12 months
CHILD SAFEGUARDING:
Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The Budgeting and Reporting Coordinator is responsible for the comprehensive budgeting and reporting functions for SHF, BHA, GFFO, HF and Global Hunger grants. This includes ensuring compliance with donor regulations, managing proposal budgets and award setups in the system, reviewing actual transactions, posting corrections, forecasting, preparing financial reports, and supporting program managers and other key stakeholders. This position is essential for maintaining the financial integrity and success of the awards within their portfolio.
The Finance Coordinator primarily collaborates with the program operations teams, Awards team, member office focal persons, and finance teams at both field and Khartoum levels. Their role is to ensure that program operations comply with SCI and donor requirements, including the timely and high-quality delivery of budget planning, monitoring, and reporting.
SCOPE OF ROLE:
Reports to: Head of Budgeting and Reporting
Staff directly reporting to this post: N/A
KEY AREAS OF ACCOUNTABILITY:
Budgeting and Reporting
- Prepare timely financial reports in compliance with donor requirements.
- Ensure accuracy in charging/coding, perform regular reviews, follow-up on actions and posting adjustments.
- Lead the proposal budgeting process for new opportunities, collaborating with internal and external stakeholders.
- Set up awards in the system by creating DEAs and completing mappings.
- Review documentation for compliance with donor regulations.
- Review sub-grant records and support documents, and collaborate with the AP team on partner advance liquidation.
- Ensure the completeness of timesheets for staff and proper documentation by HR and Finance.
- Assist program managers by providing reports, analysis, and support during reviews.
- Reconcile Financial and Narrative Reports.
- Act as the focal point for queries from stakeholders.
- Facilitate audits, financial reviews and award closeout procedures.
- Perform other relevant business duties.
AP, Control and BH support
- Perform regular review of BVA reports and transaction listings with program managers, to ensure recording accuracy and fiscal planning aligns with the implementation plan.
- Anticipate spending delays and variations, and initiate corrective actions.
- Support budget holders in preparing monthly forecasts and budget revisions.
- Support AP team with sub grant account reviews and reconciliations.
- Support in implementing measures to minimize fraud or theft risk.
- Conduct staff training on finance procedures and donor requirements.
- Ensure regular field office visits to monitor financial compliance, review progress, and assist in budget adjustments.
Grants Management
- Ensure compliance with donor requirements for financial and reporting, preparing and submitting quality proposals and reports on time.
- Ensure the AMS records for awards are update.
- Maintain effective business partnerships with member office focal persons, addressing queries and minimizing reporting issues.
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
- Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE
- Bachelor’s Degree in Finance, Accounting or other related field, individuals with practical expectance will be considered.
- Minimum of 4 years of professional experience in Budgeting and Reporting, grant management or financial management within charity/NGO or similar organizations.
- Proven ability to prepare budgets and donor financial reports. Knowledge of a variety of institutional donors.
- Knowledge and experience using various financial packages including MS Excel and Agresso systems is a plus.
- Experience in financial monitoring, budgetary systems, controls with strong analytical skills
- Strong organizational, interpersonal, and time management skills while working in a dynamic, team setting in a challenging environment
- Willingness to travel extensively to remote and harsh locations to monitor financial processes and provide capacity building for staff
- Excellent communication skills in English, both oral and written
- Demonstrable track record in effective team membership and communications. The post-holder is a member of a multi-disciplinary team and will be required to provide appropriate and timely input to other technical sectors in order to achieve broader project objectives
- Ability to communicate effectively and work across departments, with demonstrated experience in integrated project activities.
