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Grants/Contract and Finance Coordinator

Employer
Conservation International
Location
Auckland, NZ
Salary
Competitive Salary
Closing date
Jun 18, 2024

View more

Job Role
Other
Sector
Finance
Contract Type
Contract
Hours
Full Time
Grants/Contract and Finance Coordinator

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Auckland, New Zealand

The Grants/Contract and Finance Coordinator, CI Aotearoa, oversees day-to-day financial transactions, reviewing grant transactions, providing grants administration support and/or human resources functions of a New Zealand country program. S/he will provide direct support for the CI Aotearoa program, the Grants/Contracts and Finance Coordinator will be directly responsible for ensuring the accuracy and maintenance of New Zealand grants and contracts records and systems to high compliance with CI's grant/contract policies and procedures and reporting standards. As part of the CI Asia Pacific field division team member and under the leadership of the executive director NZ, the Grants/Contracts and Finance coordinator will be part of the Operations Team and report to the Operations Manager and work closely with the Country and Program Director of New Zealand and with the respective Project Managers (PM) to manage and deliver country program external grants and contracts processes and contribute to overall program effectiveness and efficiency. This role requires a thorough understanding of CI's policies and procedures, can guide staff in applying them, and works with the supervisor to resolve more difficult questions and requests.

RESPONSIBILITIES

The Grants/Contract and Finance Coordinator will be directly responsible for ensuring the accuracy and maintenance of New Zealand grants and contracts records and systems to high compliance with CI grant/contract policies and procedures. The employee will be working under the guidance of the Operations Manager.

KEY RESPONSIBILITIES

Grant/Contract Management, Record Keeping and Data Management
  • Implement a system to identify prospective grantees or contractors via agreed-upon methods and CI policy including developing and issuing requests for proposals, website announcements, and other outreach methods.
  • Perform and document due diligence on applicants, including completion of risk assessment. Design sub-recipient performance and compliance monitoring program commensurate with sub-recipient capacity, and consistent with CI Operations Manual.
  • Review and process all grant programs including doing financial reviews and financial risk assessments.
  • Prepare grant and contract agreements and/or amendments between CI and grantees/service providers in coordination with PMs and/or grantees, secure appropriate review and approval, and secure appropriate signatures.
  • Develop payment plan based on risk assessment, sub-grantee cash flow needs in conformity with CI policies and procedures, and donor restrictions, minimizing cash outlays to manage risk.
  • Perform regular financial monitoring of active sub-awards, including review of financial reports, and site visits. Coordinate monitoring with project staff responsible for programmatic oversight.
  • Review and approve requests for contract changes requested by CI staff or sub-recipients such as budget changes, no-cost extensions, procurement requests, and other agreement modifications. Ensure the project/donor requirements and CI processes are followed.
  • Follow up on any issues involved during the monitoring process. Support programmatic staff in, documenting, tracking, and following up on programmatic issues identified during the monitoring process.
  • Verify that financial and narrative reports are coherent and adhere to donor and CI procedures before submission.
  • Ensure timely close out of agreements of grants and contracts.
  • Coordinate with Program Managers in individual project monitoring and portfolio level monitoring, addressing, resolving, and following up on issues of an administrative and financial nature during the life of the grants, and report to key Program Managers/Directors.
  • This position is also responsible to work or coordinate with internal auditors for all sub-grants and contracts auditing processes and assisting the Supervisor in streamlining grant operations.
  • Maintain a complete, accurate, and timely grant resources file system in the Conservation Grants (CG) and contract resources file system in the Agresso, including documentation of the procurement process, solicitation of potential grantees and contractors, relevant communications within CI with prospective and active sub-grantees and sub-contractors, and donors as appropriate. Load and process all grant payments in Conservation Grants (CG)Liaise with project leads to ensure Terms of Reference (TOR) and Reporting frameworks are developed accordingly for each grantee.
  • Liaise with the CI/HQ team to create a reporting notification system in CG to ensure that responsible staff are aware of upcoming deadlines relating to reporting due from sub-recipients. Maintain a reporting tracking system for subrecipient report submission and review.

Financial/Accounting Support
  • Prepare the project financial reports and submit them to the operations manager, project manager, and CI-HQ within the prescribed period and format. Ensure compliance with internal and external policies including both the donor requirements and CI policy and standards.
  • Coordinate with concerned units/persons in the Account Management System
  • Review the financial reports submitted by grantees to ensure compliance with donor and CI requirements, policies, and procedures.
  • Maintain the Contract Master File (CMF) and the Project Master File (PMF) in Business World by constantly updating and uploading the financial and technical progress reports, amendments, annual work plans approved, and other relevant documents and communications.
  • Track grantee and donor reports and deadlines and liaise with the PM and operations Manager to ensure those deadlines are met.
  • Closeout CMF/Project accounts that have ended and are ready for closing.
  • Ensure and process all payments for contracts in Businessworld (BW) for CI Aotearoa NZ.
  • Liaise with project leads to ensure Terms of Reference (TOR) are developed accordingly for project contracts.

Other Operational Support
  • Create a Vendor Master File in BW as required. Ensure that W8 and W9 Forms are completed when required.
  • Assist program staff in preparing Non-CI Travel agreements when required.
  • Assist the Operations and Accounting Manager in entering day-to-day financial transaction information in the Agresso/BW system as required.
  • Ensure that all CI financial transactions have supporting documents and follow the CI - NZ Operations Manual.
  • Process all required payments for the CI NZ office.
  • Work to ensure operational services within the country office run smoothly.
  • Function as a recognized resource for routine and non-routine operation matters.
  • Assist with onboarding new employees and managing HR paperwork.
  • Oversee day-to-day financial transactions. Duties include reviewing and preparing, reimbursements, reclasses, and other related transactions.
  • Assist with the annual budget process. Generate analysis and reports for the management team.
  • Create and review expense reports, track expenses and ensure accurate coding.
  • Review time reporting for proper coding and charging. Work with payroll to make corrections/reclasses.
  • Coordinate travel arrangements and handle travel expense reports.
  • Manage filing systems.
  • Track contracts and donor agreements and review for compliance with donor agreements.
  • Provide logistical support for meetings and events.

WORKING CONDITIONS
  • Typical office environment or hybrid. May need to work extended hours as needed.
  • This position will involve about 20% travel.
  • Guidance on flexible work arrangements will be shared during the interview process.

QUALIFICATIONS

Required
  • 2 to 4 years of experience in contracting and managing sub-awards
  • Great attention to detail and experience working in a multicultural environment.
  • Strong organizational skills
  • Strong oral and written communication skills in English, ability to work effectively.
  • Strong computer skills including MS Office, Database, and file management.
  • Previous experience working in an international organization or donor agency.
  • Comfortable managing multiple duties and adapting to changing priorities.
  • Ability to take initiative, to solve problems under minimal supervisor direction.
  • Strong interpersonal skills, a helpful and personable attitude, and an evident desire to assist partners.
  • Ability to build good interpersonal relationships with other staff is necessary, must team up with other CI Pacific sub-region countries office staff and CI staff globally.

Preferred
  • University Degree in Accounting, Finance, and/or Commerce/International Development Finance.
  • Experience in conservation work and Community development in the Pacific region.
  • Experience managing public funding such as GEF, GCF, and US Government-funded programs.
  • Experience in interacting and communicating with customers or partners and independent problem-solving.

To apply for this position please submit a resume and cover letter.

Application Deadline: June 14, 2024 (11:49 PM EST)

See all Conservation International Career Opportunities HERE

Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.

As a science-based organization, CI follows CDC recommendations for COVID-19 and other vaccines. Accordingly, for the health and safety of our employees, their families, and our community, subject to applicable local law, all Conservation International staff are expected to be vaccinated against COVID-19. However, vaccination is no longer a mandate or condition of employment and employees are not required to provide proof of vaccination. This means we will not require an individual to be vaccinated to enter a CI office, attend CI events or travel on CI-related trips. This applies for our community partners as well. This vaccine expectation applies to all team members working remotely, in a hybrid work arrangement, and on-site. Job applicants are NOT required to state their COVID-19 vaccine status in their application.

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