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Program Finance Officer

2 months ago

Washington, United States Population Reference Bureau Full time

Job Description

Job Description

Program Finance Officer PRB is seeking a Program Finance Officer to support PRB’s operations, financial management, compliance, information systems, and continuous improvement as follows: Backstop a portfolio of grants and contracts with a diverse set of private and public funders to ensure sound financial management, manage compliance risk, prepare financial and other required reporting, and maintain audit-readiness. Manage procurement and subaward processes to ensure adherence to funder requirements and PRB policies. Review monthly bank reconciliations for PRB’s Nairobi, Kenya office. Review and process payments under contracts and awards, delegating to colleagues as needed. Occasionally develop or support proposal budgets and cost narratives. Train and support program staff in PRB policies and compliance questions, especially travel and procurement. Depending on skillset and interest, support administration and continuous improvement of PRB policies, processes, and information systems (e.g., Salesforce, Power BI). PRB is a small 501c3 nonprofit. This role is a good fit for someone who has some familiarity with donor-funded project operations, enjoys working as part of a small team, works autonomously, shows good judgment, and likes to take initiative. PRB values high performance and prioritizes work/life balance. The PFO is part of PRB’s Finance & Administration team and reports to the Senior Finance and Operations Manager. Specific Responsibilities Backstop projects to ensure sound financial management, manage compliance risk, and prepare financial and other reporting: Startup and closeout. Organize and guide handover from business development to implementation. Brief award into systems. Review new awards and budgets with Project Director to ensure awareness of key terms and conditions. Ensure proper closeout of awards, including disposition, final financial reporting, and closing of project and task codes. Risk management. Meet regularly with Project Directors to identify and update risks, determine mitigation actions, and monitor status of mitigation actions. Escalate risks as needed. Compliance oversight and support. Guide program staff in addressing compliance questions and identify potential compliance issues proactively. Ensure Project Directors are aware of key compliance actions (key personnel approvals, deliverables, etc.) and monitor adherence to award terms and conditions. Ensure all award/contract deliverables are submitted in a timely manner and documented. Financial oversight and support. Monitor spending with a view to adherence to award budget and prior projections. Interface with funders regarding approvals for budget deviations, obligation increases, etc. Prepare cost accruals. Support and coach Project Directors and Activity Managers in developing, adjusting, and tracking program year budgets as needed. Train program staff in the use of Power BI and PRB budget tracking tools and help troubleshoot any issues. Funder reporting. Prepare and submit financial reports, invoices, and any other required reporting per funder requirements. Audit. Ensure project records are complete and audit ready. Prepare and provide reports in support of annual audits.

Manage procurement and subaward processes to ensure adherence to funder requirements and PRB policies. Subawards. Process subawards based on staff requests. Review subawardee budgets and work with them to finalize. Prepare subawards. Seek funder approvals if needed. Brief subawardees on terms and conditions, usually via kick-off meetings. Coach subawardees and build capacity in financial reporting where needed. Ensure effective subaward monitoring by program staff and monitor advance balances. Ensure proper closeout. Keep records complete and audit ready. Procurements. Process vendor/consultant procurements based on staff requests and in accordance with the procurement policy. Review documentation, conduct due diligence, prepare agreements and route them for signatures, and brief counterparties and PRB staff on compliance requirements. Monitor status of active procurements, oversee payment processing, and follow up with agreement owners on potential issues such as large advance balances. Ensure proper closeout. Keep records complete and audit ready. Other responsibilities: Bank account reconciliations. Review and process monthly account, cash, and advance reconciliations associated with transactions through PRB’s bank accounts in Nairobi, Kenya. Payment review and processing. Review and process payments received through invoices@prb.org mailbox, assigning work to colleagues as needed. (About 2-3h/week.) Information system administration and improvement (depending on skillset and interest). Train staff in Salesforce and help troubleshoot issues. Make improvements and develop additional Salesforce functionality in coordination with the VP, Finance. Train staff in using Power BI reports. Develop new or improve existing Power BI reports to surface key information. Cost proposal support. Support the development of individual cost proposals, ensuring compliance with the funding agency’s pricing requirements and presentation formats. Develop budgets, budget notes, representations, and certifications. Knowledge management. Support maintenance of Program Finance SOPs, developing specific SOPs where needed. Support maintenance of process guidance and templates shared with program staff and address questions. Maintain individual sections on the intranet. Qualifications Required Undergraduate degree in a related field, for example public administration, business administration, or international development. 3-6 years of work experience demonstrating operations, program support, budget management, procurement, or other relevant skills supporting donor-funded projects. Experience supporting cooperative agreements, grants, and contracts funded by USAID and other U.S. Government agencies is a plus. Strong interpersonal skills to work respectfully and collegially with professionals of different levels and backgrounds (staff, funders, partners), including across language and cultural barriers. Stellar communication skills, including ability to present information in a clear, concise way to program staff. Thoroughness and attention to detail. Ability to prioritize tasks and adhere to deadlines. Sound judgment and proactive problem-solving skills. Intermediate Excel skills. Full working proficiency in English. Must be legally eligible to work in the United States. Preferred Knowledge of U.S. government regulations applying to grants and contracts, especially 2 CFR 200. Experience supporting international development projects. Experience with Salesforce, Power BI, and/or workflow automation solutions. Experience living, working, or conducting volunteer work in developing countries. Proficiency in French. Applications The salary range for this position is $59,000 to $70,000 depending on qualifications. PRB has an excellent benefits package, including generous health, leave, and retirement programs. Our work week is 35 hours. This is ideally a hybrid position working about 2 days per week (or more) in PRB’s office in central Washington, DC. If you are interested in the role but can only work in a fully remote capacity, we encourage you to apply and indicate this preference in your application. Equal Opportunity Employer – M/F/ Disabled/Veteran

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