Reporting to the Regional Director, and as a member of the Regional Office (RO) management team, the Regional Controller is responsible for providing a variety of services to IDRC staff in the RO and headquarters (HQ) and for ensuring that Regional Office operations are conducted efficiently, effectively and economically in support of program delivery.
The Regional Controller is responsible for the management of administrative services, finance and accounting, grant administration, human resources, information technology and information management related to the functioning of the Regional Office. In carrying out these responsibilities the Regional Controller is functionally accountable to the Vice-President, Resources and works closely with Resources Branch Directors and Managers at HQ to ensure performance expectations and standards are met. The Regional Controller is often delegated the authority to act on behalf of the Regional Director in his/her absence.
Primary Duties or Responsibilities
Regional Office Management
- In collaboration with the Regional Director, the Regional Controller establishes a framework for resource planning and allocation (financial, human and material) in order to respond to corporate and Regional Office objectives and program priorities over both medium and long term time frames.
- Participates and contributes to regional and corporate policy development activities. Monitors current policies and procedures for effectiveness and initiates discussion or action with the Regional Director or HQ, as appropriate, in order to resolve problems.
- Establishes an effective operational and administrative infrastructure within the Regional Office to ensure that: resources are utilized effectively in support of program initiatives and other programming areas; service is delivered in a timely and efficient manner; priorities are understood; and workload or other problems are identified and resolved efficiently.
- Ensures that business processes, standard Centre procedures and corporate information systems are effectively used in the office.
- Ensures that mechanisms exist to monitor and evaluate operational efficiency and effectiveness.
- Defines operational needs and the provision of operational support for the establishment of externally funded programs, liaising close with the Manager, External Fund Management.
- Ensures Regional Office compliance with corporate records management policies and procedures, by liaising with the Information Management and Technology Division and by staffing and budgeting for activities which adequately support the maintenance and disposition of corporate and project files.
- Represents, as required, regional offices at the corporate committee for human resources management (ACRO) and the committee on information demand (CID); other regional controllers who do not sit on a committee must liaise with the colleague who is the representative to ensure feedback and information relevant to their offices is relayed to the committee.
Financial and Administrative Management
- Ensures that regional office financial operations are conducted in accordance with Centre policies and procedures. In collaboration with Head Office, develops and implements practices and procedures to deliver complete financial administration services within the Regional Office. This includes budgets and planning, general accounting, accounts payable, account receivables, financial analysis and management reporting.
- Ensures that appropriate controls and accountabilities for all Regional Office activities exist, and that they respond to management requirements and are understood by all regional office staff.
- In coordination with the Manager, External Fund Management at HQ, liaises as required with officials of other donor agencies on region-administered contribution agreements and contracts to ensure that the legal documentation between the Centre and the donor accurately reflect administrative requirements.
- Ensures that Regional Office administrative services are conducted in accordance with Centre policies and procedures. Administrative services include such areas as: reception, communications (telephone and fax), material management (purchasing, travel, courier, reproduction, delivery and local transportation), and facilities management (accommodation, housekeeping, and security).
- Provides advice, guidance and assistance to Program staff with respect to the planning and administration of program activities within the region and on policies and procedures ensuring Centre-wide consistency. This includes: budget design, contract negotiation, drafting of legal documents, project monitoring, initiating grant payments and analysis, and approval of project financial reports.
- Evaluates the impact of Centre’s policies on grant administration in the region and contributes in the formulation of new and revised policies.
- Identifies, assesses and manages financial and administrative risks together with officers responsible for projects situated in the region by conducting recipient institutional assessments at key points in the project life-cycle, by giving advice to recipients and, where warranted, by organizing training for recipients in the area of finance and administration of IDRC grants.
- Establishes review schedules for grant recipients.
- Assists the Manager, External Fund Management, in ensuring that donor contribution agreements the Centre engages in conform to the Centre’s financial and administrative policies.
- Upon request of the Manager, External Fund Management, reviews, analyses and negotiates external contracts with a view to protecting the interests of the Centre and to minimizing financial exposure. Ensures that the receipt and management of external funds are done in accordance with our policies.
Human Resources Management
- In consultation with Human Resources, administers, implements and evaluates policies, systems, controls and services relating to all aspects of human resources management within the Regional Office, including recruitment, classification and compensation, pay and benefits, organizational analysis and design, training and development, performance review and assessment and staff relations.
- Ensures that effective communication tools and mechanisms exist and are utilized effectively with respect to compliance to corporate policies and specific Regional Office procedures. Addresses and resolves issues of non-compliance in a positive and constructive manner.
- Ensures that systems are in place to provide data and information for decision making. In collaboration with the Information Management and Technology Division (IMTD) and other RB divisions, ensures that the information technology (IT) infrastructure and resources (human, technical and financial) within the Regional Office are consistent with established corporate standards, are adequate to meet requirements and are managed and utilized efficiently in order to respond to corporate IT objectives and priorities.
- In coordination with HQ IMTD staff, ensures that all RO staff are properly trained on the use and operation of the corporate information systems.