Finance and Administration Manager

by Melodie Ha on December 4th, 2017   36 views

Founded in 1991, the Institute for Sustainable Communities (ISC) is a US not-for-profit organization that builds the capacity of local leaders and organizations to address important global issues including climate change, sustainable development, and environmental protection, resulting in embedded capacity and lasting change. Headquartered in the USA, ISC currently operates in the United States, China, Bangladesh and India. ISC has an international staff cohort of approximately 55 people.

Overview

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Job Description

POSITION SUMMARY:

ISC seeks motivated and experienced Finance and Administration Manager to lead ISC’s financial management and administration functions in China. The ideal candidate will have a strong background in finance, preferably with experience with a variety of foreign government, corporate and foundation donor reporting requirements, and proven experience with managing grants and contracts.

The Finance and Administration Manager will oversee all financial reporting, human resources management, and office administration in China. He/She will manage the day-to-day operations of the ISC office in China in coordination with the Country Director and headquarters’ (HQ) officials and directives. The Finance and Administration Manager is responsible for the implementation and maintenance of high quality and efficient financial management systems that ensure financial compliance and accountability, minimize financial risk and facilitate financial planning.  The Finance and Administration Manager will be responsible for supporting the effective implementation of the US-China programs by ensuring efficient and compliant systems that meet both US and Chinese requirements.

 

RESPONSIBILITIES:

Financial management and grant oversight

Ensure all that ISC field office finance and procurement policies and reports conform to donor and ISC guidelines.  Review all policies annually and submit recommendations on revisions to ISC HQ as needed.

Ensure that all financial and procurement procedures are implemented by local staff.

Provide regular training to field office staff on ISC field office finance and procurement policies and procedures.

Supervise daily accounting operations and transactions in QuickBooks, monitoring all expenditures and ensuring that all transactions and support are in compliance with ISC and donor requirements.

Oversee the production of all internal ISC financial management reports (balance sheet, bank and cash reconciliation, expenditure, etc.) including regular monthly reports submitted to ISC HQ by the 5th of the next month.

Support ISC HQ with the production of all donor financial reports.

Using Adaptive Insights software, develop a timely, accurate and complete annual operating budget and provide updated forecasts according to ISC HQ schedule.

Ensure proper authorization from ISC HQ for opening new bank accounts or updating signature authorities on existing accounts.

Manage ISC field office cash flow according to ISC HQ policy.

Oversee the financial aspects of sub awards including; the selection process, the completion of sub award agreements, the training and mentoring of sub awardees on financial requirements and reporting (including budgets, payments, and compliance), perform onsite financial reviews (as needed) and review and approve sub awardees’ financial reports.

Using Adaptive Insights software, maintain and monitor a schedule of budget vs. actual expenditures at the donor/grant level.

Manage local audits and follow up on all audit comments and recommendations.

Provide support for ISC HQ annual audits or donor requested audits/reviews.

Communication

Communicate as necessary with ISC HQ to expedite cash transfers, to submit financial reports, and to address financial questions or problems as quickly as possible.

Meet regularly with each program team and international staff to review grant expenditures and plan future expenditures.

Contribute to, review and finalize financial reports and program budgets, as needed.

Communicate program activities, challenges and accomplishments to the Country Director.

Work collaboratively with other team members and international colleagues on meeting the organizational goals.

As requested, represent ISC China to government officials, funding prospects, partners, beneficiaries and others at conferences and other outreach opportunities.

Administrative/Human Resources 

Working closely with ISC HQ Human Resources Director, oversee the hiring of new staff and ensure that recruiting and hiring processes are in compliance with local employment laws and ISC policy.  Ensure that the hiring process is well documented, objective and transparent.

Work with ISC HQ Finance and Operation staff to update the ISC Field Office Financial Policies and Procedures to ensure compliance with local laws, as applicable.

Supervise ISC office payroll calculations and related payments, tax and social contribution reports to local authorities and the preparation of any additional payroll related reports required by local labor laws, or supervise the vendor that performs this function, if outsourced.

Provide ongoing office support including vendor contract negotiations, lease negotiations (and renewals), renovations, asset procurement and infrastructure support (utilities, IT, etc).

Promote professional working relationships and resolve staff conflicts and concerns in a timely manner.

Ensure that all local staff policies, contracts, and disciplinary documents conform to local labor laws and are update annually.

Manage Finance Assistant and his/her workload.

Other duties as assigned by the Country Director.

 
REQUIREMENTS:

Bachelor’s degree in Accounting.  Master’s degree or CPA equivalent preferred.

Five years of management level experience in financial, grant and contract management and procurement in an international setting, preferably with a non-profit organization.

Experience and comfort with a reporting structure that would involve a local manager as well as finance counterparts/manager outside China.

Experience planning and managing fiscal processes including budgeting, financial management, financial analysis and reporting for multiple projects.

Knowledge of US government reporting requirements, and financial/grants regulations highly desirable.

Familiarity in interacting and experience in managing relationships with finance partners (private and public), including financial reporting mechanisms and requirements of these partners (foundations, development agencies, corporates).

Extensive experience in working with computerized accounting systems, standard spreadsheet and database programs.

Supervisory, management and training experience.

Familiarity with multi-currency accounting/international operations preferred.

Demonstrated integrity and ability to manage confidential information, diplomacy when working with team members and project partners, and team-orientation management.

Ability to manage multiple priorities and projects.

Ability to work independently and collaboratively.

Strong interpersonal and intercultural skills and ability to work well with a diverse team.

Willingness to perform all levels of finance and administration functions.

Good written and verbal communication skills.

Experience with word processing (Microsoft Word), e-mail and Internet browser software.

Fluency in written and spoken English.

 

WORKING CONDITIONS:

Office environment. Domestic and international travel required.

 ISC is an equal opportunity employer.

How to Apply

Application Instructions: Read this information carefully. Adhering to these instructions will ensure that your application is submitted as required for hiring committee review. 1) A cover letter is required. Your cover letter should be no more than one (1) page in length. 2) A resume is required. Your resume should be no more than three (3) pages in length and should include details about your relevant education, skills and experience as they relate to this role. 3) Due to the volume of applications we receive, we will not be returning emails or phone calls inquiring about the status of an application. If the hiring committee selects your application for interview you will be contacted directly by a member of our team. Special Instructions for Applicants with International Addresses: This system currently requires a US home address be entered. If your address is outside of the US, indicate your current home address on your resume and cover letter. Enter the ISC headquarters office address in your system profile: 535 Stone Cutters Way, Montpelier, VT 05602.

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