Reporting to the Vice President of the International Alliances Program (IAP), the Finance and Contracts Administrator will be responsible for providing support to staff and overseeing all administrative aspects of the Program. Areas of responsibility will include accounting, vendor payments, budget processes, contract and grants administration. S/he will play a support role in project and proposal development and reporting by preparing budget information. Additionally, the Finance and Contract Administrator will effectively communicate and coordinate with Audubon’s international partner organizations, contractors, government agencies, National Audubon colleagues in finance, legal and development departments to guarantee efficient support to our work. As a key staff member of IAP, the Finance and Contracts Administrator will have the opportunity to work alongside several senior staff members, and play a role in continuing to develop the program in Latin America and Caribbean, strengthening our connection with other departments within Audubon and help build capacity with international partners in finance and administration.
Finance and Operations
- Manage IAP’s day-to-day finances and operations, that include: accounting, processing invoices and vendor payments, expense reimbursements, drafting/administering contracts, business correspondence, and carrying out efficient communications between IAP, Audubon finance and operations staff, partners and contractors.
- Ensure that record keeping systems and procedures are organized and comply with Audubon Policy and Audit standards and that of our donors.
- Assist Technical staff in managing a portfolio of on-going IAP projects that includes efficient and solid communication and coordination with contractors, partners and staff regarding contracts, disbursements, financial reporting and monitoring and budgeting.
- Develop and monitor annual budgets, monthly budget projections/updates, budget forecasting project budget updates and cost analysis, and year-end close activities.
- Process and monitor IAP donations.
- Help support the recruitment and management of selected temporary workers, volunteers and interns, when needed.
- Provide general office support including but not limited to opening and sorting mail, printing, photocopying, scanning, etc.
- Perform other duties as assigned.
Contracts
- Assist technical staff with drafting contracts, ensuring Audubon’s policies, terms and conditions are adhered to, proper forms are used and that all attachments and referenced exhibits are in place.
- Engage Audubon's Office of the General Counsel and contracts and finance teams, as applicable for review, consultation, and signature processes.
- Insure that contract information in accounting system is accurate and implementation is on track in terms of deadlines, payments, etc.
Grant Management
- Manage basic tracking system to help team meet all reporting deadlines and deliverables.
- Maintain calendar of fundraising activities and proposal deadlines.
- Assist project managers with development of proposals related to budgets and financial implementation.
- Assist project managers with annual financial and programmatic reporting to funders, as well as, grant management and tracking, troubleshooting and resolving issues related to grant implementation and compliance.
- Preparation, submission and processing of invoices, and other financial reports, as necessary.
- Manage and maintain files for all government grants.
- 5+ years' experience in international contract and government grant administration required; experience working in accounting systems preferred.
- Must be bilingual in English and Spanish and have excellent conversational skills, writing skills, proofreading, and able to translate documents.
- Detail-oriented, self-starter with the ability to take initiative, manage multiple priorities, while working in a fast-paced dynamic environment and keeping deadlines and maintaining complete and accurate documentation.
- Individual should be a good communicator and feel comfortable working independently and taking full responsibility for the completion of tasks as a key member of the team.
- Proficiency with Microsoft Office suite, to include Excel, Word, and PowerPoint; knowledge of Financial Edge and Salesforce a plus.
- Demonstrated ability to exercise discretion and maintain strict confidentiality.
- Passion for and commitment to the mission of the National Audubon Society and programmatic work of the International Alliances Program.