US Finance Grants Officer

Reporting to:              Deputy Executive Director

Key Relationships:    International Finance team, Projects team, HR team, Digital team

Location:                    USA, preferred Washington DC or New York City

Contract:                    Permanent

Working hours:          Full time (37.5 hours per week).

 

ABOUT US

ARTICLE 19 works to protect and defend freedom of expression and information (FoE/I), particularly individual advocates of these rights. Our goal is that those at the front line of defending freedom of expression and information are supported by effective networks of institutions and activists at the local, regional and global levels, and by strong legal frameworks and mechanisms, thus ensuring that violations are known, perpetrators held accountable, and effective relief or redress is secured.

The protection of these rights requires a holistic approach encompassing physical, digital, psychosocial and legal security. ARTICLE 19 works to improve the security conditions and protection tools and mechanisms for journalists, media workers, human rights defenders (HRDs), bloggers and others engaged in defending human rights, particularly freedom of expression and information, and exposing corruption. We work to systematize our global monitoring and reporting methodologies, linking them to international and regional mechanisms, as well as specific governments, to raise cases of violations.

ARTICLE 19 focuses in improving access of women and sexual and gender minority journalists, HRDs, media workers and other communicators to specific tools and knowledge to protect themselves online and offline from physical, digital and legal risks or threats. Protection mechanisms and support networks are nuanced to effectively mitigate risk and threats for women and sexual and gender minorities.

 

ROLE SUMMARY

Article 19 Inc is looking for a finance officer to support the growing operations of the US office of Article 19, and international freedom of expression and information organisation.  This position will provide grant accounting for funds received in the US and basic bookkeeping and accounting to ensure donor, state and federal compliance, including managing payroll and benefits payments.  The ideal candidate will have a background in US government and foundation grants financial management and office accounting.

The role will support all grant reporting and proposals made to US donors, but will lead on grant reporting and proposals made by the Digital team.

 

KEY RESPONSIBILITIES

Financial Reporting & Management: 

  • Monitor cash flow and ensure that cash is available to meet commitments.
  • To ensure month end procedures are carried out according to best practice and in compliance with A19’s internal procedures.
  • Produce management accounts on a monthly basis and review variances against budget. 
  • Produce donor reports against project budgets and review variances with project leads. 
  • Complete reports to donors and submit on a timely basis after appropriate review with the budget holder, ensuring that full cost recovery has been applied to transactions where possible.
  • To answer ad-hoc queries from budget holders, Regional Director and International Office finance staff as necessary.

Payment Processing & payroll for staff on the US payroll:

  • Review and issuing of purchase orders as necessary. 
  • Processing of invoices, expense claims and credit card receipts ensuring expenditure is in line with A19 policy, has been allocated correctly against projects and donor budget lines, and has been appropriately authorised.
  • Payment of invoices by bank transfer, where possible, and dealing with queries from suppliers and staff.
  • Process payroll, including pension, using an external bureau. Ensure compliance with local requirements and A19 policies & procedures.
  • Create systems and procedures to ensure separation of internal controls as far as is possible, in liaison with the International Finance Team where appropriate.

Budgeting and Funding proposals:

  • Work with the Deputy Executive Director to produce the annual budget for the US operations.
  • Support the production of budgets for new project proposals submitted to US donors and ensure that they comply with Full Cost Recovery principals, highlighting any compliance issues that might arise.
  • Reforecast income and expenditure as necessary, particularly in the light of new donor contracts.

Audit:

  • Support the organisation's institutional audit by providing information as required to the International Finance team.
  • Engage and manage any audit processes affecting the region, e.g. by donors, with support from the International Finance team.
  • Ensure the due diligence policy has been implemented for all new partners and action plans are followed up and liaise with the International Finance team where this is not happening.
  • Ensure all project requirements are complied with, e.g. timesheets, signed contracts, supporting documentation for expenditure, etc.

Office Management:

  • Support the DED in ensuring the US Office has sufficient infrastructure and purchasing arrangements, e.g. banking, telecommunications, IT, office space, flights and hotels, insurance, etc.

 

PERSON SPECIFICATION

ESSENTIAL

  • Undergraduate degree or higher in Finance or Accounting 
  • Experience in finance for the not-for-profit sector (3 years), ideally managing grant income from US government and foundations.
  • Experience in budgeting, and ideally preparing grant proposals.
  • Experience in producing management accounts.
  • Understanding of internal controls and compliance.
  • Knowledge of local statutory and other requirements for financial reporting, audit, payroll, etc.
  • Self-motivated and ability to set systems and processes up, within a wider institutional framework.
  • Experience of working with computerised accounting systems and generally excellent IT skills, especially with Excel.
  • Very good level of spoken and written English.

Desirable

  • Qualified Accountant desirable.
  • Experience of working in an international environment or multinational organisation desirable.
  • Experience with Access Dimensions accounting software. 

 

Application deadline: 17 March 2019.