Coordinator, Finance and Grants

This position with Conservation International (CI) will provide financial and operational support for the Economics and Planning Program (EPP) within the Science + Knowledge Division. The focus of this position is budget monitoring and maintenance; working closely with the Senior Director, Operations & Resources and the Director, Finance and Operations within the Science + Knowledge Executive team. This position will also be in charge of grant and contracts development and management, as well as operations and HR support for a staff of approximately 12. This position will work on proposal budgets, donor management, donor reporting and compliance in association with S+K Exec. Responsibilities include tracking all expenses for all EPP donors and reviewing monthly financial reports, entering budgets into CI's budgeting data base and entering all agreements into the Grant Enterprise Database. The position provides financial reports and grant updates to supervisor and project leads on a regular basis.

RESPONSIBILITIES:

Budget Management & Facilitation

• Prepare administrative plans and budgets including compilation and analysis of information for annual operations.
• Responsible for tracking the finances of EPP, including projected and real expenses by fiscal year
• Reconcile expenses related to accounting system.
• Maintain and monitors budget.
• Complete relevant financial paperwork, reclasses, check requests
• Ensure budget compliance with donor requirements and CI policies and procedures.
• Communicate with staff in EPP, S+K, and other departments to ensure that employees’ expense reports, expense reclassification and other requests are submitted on time.
• Assist program staff with budget projections and financial analysis
• Responsible for providing the Director of Finance and Operations updated and accurate EPP monthly financial reports analysis
• Enters budgets into Clarity (budget system)

Donor Tracking

• Prepare proposal budgets to ensure accuracy and complete preparation
• In coordination with S+K Executive, this position will prepare financial reports to CI/S+K donors
• Monitor and keep track of S+K donor budget performance
• Assist in ensuring compliance with donor requirements

Grants, Contracts and Internal Agreements

• Coordinate the financial and legal aspects of all external grants, contracts and IAs. Collect information requested to process the grants, such as financial risk assessment and anti terrorist screening.
• Ensure financial risk assessments and anti terrorist screening have been performed before creating agreements.
• Ensure that budgets on the proposals are within department budget.
• Develop grant, contracts and agreement using CI templates. Communicate changes requested with grantee, general counsel office and grant office.
• Put all information into the corporate grant management systems, including report datelines, approved techincal and financial reports, and submitted payments.
• Ensure all technical and financial report are submitted and approved before sending next payments.
• Investigate a tracking systems for project deadline, duration of the grant, contract or agreement payment schedule and budget. Prepare amendment to the grant, contract or agreement if necessary.
• Track leveraged funds from other partners as required by donor
• Provide monthly report regarding to progress report deadlines.

Operational

• Coordinate meetings arrangements for workshops and other HQ-based meetings
• Represent EPP at finance and administrative meetings, including Human Resources and Information Technology
• Ensure other administrative tasks are completed on time

Fundraising

• Coordinate with multiple departments regarding to internal process of proposal budget submission.
• Develop budget proposal and ensure that budgets are reviewed and approved by the organization before submitted to potential donors
• Manage incoming grants and contracts.

General

• Completes other duties as assigned by supervisor

Working Conditions:

• This position reports to CI Headquarters in Arlington, VA
• Normal office environment

QUALIFICATIONS:

Required:

• 2-4 years of work experience
• Familiarity with US government grants (particularly USAID) and contracts reporting and compliance
• Excellent MS Office skills including Word, Excel, and PowerPoint
• Demonstrated knowledge of budgeting, financial systems and financial reporting
• Experience with grants and contract development and management
• Requires attention to detail and the ability to operation with considerable independence to effectively establish priorities and work accurately under time constraints
• Knowledge of Foundation funding
• Strong communication skill
• Excellent organizational and quantitative skills

Preferred:

• Four year college degree
• Bilingual skills preferred
• Previous work experience with Clarity, GEM, Oracle

Coordinator, Finance and Grants