Finance Manager (US Programs)
Finance Manager, USP
Save the Children's US Programs is a $50M (annual) division that executes high quality programs and policy work across the country focused on emergencies/preparedness, early childhood, school age literacy and Head Start programs and is expected to grow to $100M (annual). The USP budget excluding Head Start is a $26M (annual) business of which $11M (annual) is delivered through over 100 sub-awards to implement before, during and after-school programs and a multi-million dollar award portfolio. The Finance Manager, USP is a financial advisor to budget holders and program staff that oversee a portfolio of the $26M (non-Head Start) portion of this work. S/he manages full cycle sub-awards and monitors overall budget and award spending for that portfolio.
Essential Duties, Responsibilities and Impact
Assists in providing input to their function's strategic and operational plan. Assists in developing short-term plans and organizes resources to achieve results. Accountable for day to day decisions around execution of job, and for setting clear objectives and measures for self. Exercises independent judgment and discretion on significant matters related to functional area. Requires little or no supervision on routine work assignments, but may require supervision to review work progress and results on non-routine work assignments. General regulations exist, but incumbent must interpret the regulations. Keeps manager informed of important issues. Builds effective relationships within their immediate or peer workgroup. Leads/supervises administrative support staff or program(s).
Sub-award Management (70%) - The Finance Manager, USP implements full cycle sub-award management for a portfolio of sub-awards. S/he works closely with program staff, budget holders and sub-award partners to ensure that sub-award management is implemented in accordance with Save the Children policies and procedures. In addition to ensuring the compliance aspects of sub-award management, s/he ensures the proper accounting of sub-award activity in Save the Children's financial software Agresso. Failure to properly manage and account for sub-awards could result in audit findings and donor disallowed costs which would impede the organizations ability to receive future funding and impact its reputation.
- Provide financial review and approval of sub-award budgets.
- Prepare and issue sub-award agreements for Save the Children and sub-awardee signature.Ensure donor pass-thru requirements are included in sub-award agreements.
- Collect approved sub-award agreements and appropriate documentation (certificate of liability insurance).
- Collect and review sub-awardee financial reports.
- Prepare payment vouchers providing account and budget coding and supporting documents for sub-award payments and submit to accounts payable department for processing.
- Work with program staff on sub-award budget amendments, provide budget amendment approval and prepare and issue amendments ensuring Save the Children and sub-awardee signatures are obtained.
- Complete the regular updating of the sub-award budget verses actual report and distribute to budget holders.
- Track sub-award management compliance milestones and provide to manager to reflect progress updates.
- Initiate compliance checks for new sub-awardees.
- Complete pre-award surveys for new sub-awardees.
- Complete risk assessments of sub-awardee organizations.
- Complete financial monitoring of sub-awardees and report out results of review to partner, program staff and manager.
- Maintain complete sub-award files for his/her portfolio of sub-awards.
- Complete sub-award close-out forms and process.
- Respond to partner and staff inquiry on sub-award management policy and implementation.
Financial Analysis and Management (20%) - As a financial advisor to a portfolio of budget holders, the Finance Manager, USP must review the budget and spending status of his/her portfolio on a monthly basis and disseminate financial analysis their budget holders on a monthly or quarterly basis. S/he will often prepare expense projections, ad hoc analysis and complete data inquiries to provide financial information to budget holders to answer questions and inform business decisions. S/he plays a supporting role in the fiscal year budgeting process and a coordination role in ensuring the clean accounting of budget and expenses for their portfolio. Failure to provide timely and accurate financial information and advice could result in underspending funds and negatively impact business decision-making.
- Review monthly cost centre budget verses actual reports, Life of Award reports and disseminate monthly financial analysis (scheduling meetings as needed) with budget holders.
- Prepare year-end spending projections for cost centre budgets and funding sources to inform US Programs year-end financial position.
- Work with budget holders and program staff to develop financial modeling/spending projections based on "if-then" scenarios.
- Provide financial information and advice to budget holders on budget and financial analysis matters.
- Provide sub-award budget allocations and other needed inputs as requested to inform fiscal year budgeting and reforecast processes.
- Request payroll and non-payroll reclasses as part of award and budget monitoring to ensure clean accounting for his/her portfolio. Prepares reclasses as needed.
- Provide financial support and tracking for consultancies in portfolio as needed.
Award Management (10%) - The Finance Manager, USP handles a portion of award management focused primarily on budget monitoring and financial advice to budget holders or program staff that oversee USP awards. S/he works closely with USP award management staff to ensure donor intent is followed on award spending and manages the timely start-up and close-out of award related financial activity. Failure to properly financially manage awards could result in donor disallowances and under-spending which would affect the organizations ability to recover cost and impact receipt of future funding.
- Participate in award kick-off meetings.
- Initiate and follow up on financial start-up of awards (spending) with colleagues and program staff.
- Reviews monthly Life of Award spending reports, communicates status to finance staff in monthly review meeting, shares reports with budget holders and program staff and follows up on any action items.
- Develop spending plans with program in the event of spending challenges.
- Extracts financial information from Agresso and prepares analysis to produce award match reports (monthly).
- As needed, provide input to proposal budgets and donor reports developed by the award management team.
- As assigned, develop proposal budgets and budget revisions for large projects within his/her portfolio.
- Contribute to award close-out in collaboration with award management colleagues.
Required Background and Experience, Skills and Behaviors
Minimum 3-5 years' experience required. Requires a professional level of specialized knowledge, technical/functional skills and attention to detail to manage complex tasks, programs or projects.
- Bachelor's or advanced degree in accounting required.
- Required experience includes accounting and bookkeeping, finance and analysis and working knowledge of budgets.
- Fund/Not-for-Profit, sub-award management and award management experience preferred.
- Working knowledge and strong understanding of accounting principles.
- Computer fluency; Microsoft Outlook, Word, Excel, PowerPoint and experience using accounting software to complete accounting responsibilities.
- Strong data management and compilation skills using both Excel and other systems. Ability to use pivot tables and formulas to prepare financial analysis reports.
- Strong organizational, prioritization and time management skills.
- Ability to collaborate with colleagues and work with partners in a complex, decentralized and remote environment.
- Ability to communicate effectively, both verbally and written and clearly presenting financial information.
- Must maintain strict confidentiality, integrity, accuracy and quality in all aspects of the work.
- Ability and desire to learn and implement new concepts/skills quickly.
- Must maintain an intimate knowledge of portfolio of budgets, sub-awards and awards.
- Ability to thrive in a fast paced and changing work environment.
- Willingness to travel as needed.
Save the Children is the leading independent organization for children in need, with programs in over 120 countries, including the United States. We aim to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives by improving their health, education and economic opportunities. In times of acute crisis, we mobilize rapid assistance to help children recover from the effects of war, conflict and natural disasters. Each year, we and our partners reach millions of children in communities around the world. Join our dedicated and diverse staff in their work to improve the well-being of children everywhere.
Save the Children provides an attractive benefits package including competitive salaries, a matching retirement plan, health and welfare benefits, life insurance, an employee assistance program, generous time off and much more. We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws governing nondiscrimination in employment.
Sat, 29 Apr 2017 12:06:16 PDT