Coordinator - Humanitarian Finance & Compliance
Summary
The Coordinator supports the day-to-day administrative and operational needs of Save the Children’s Humanitarian Finance and Compliance (HFC) Unit. In this role, you will be actively engaged in supporting humanitarian awards, assisting the financial and compliance management for the Department of Humanitarian Responses’ (DHR) key institutional donors including BHA, BPRM, UNHCR, and WFP, as well as a small portfolio of private awards. You will also be a key focal point to the organizational capacity of the team, ensuring the Unit has proper documentation of processes, donor-related templates and Award Management resources.
What You’ll Be Doing (Essential Duties)
Portfolio Management Support (50%)
- Support timely start-up of projects; develop the internal financial tool, Agresso Budget Templates (ABT), and ensure alignment of data between Award Management System (AMS) and Agresso financial system.
- Support ABT amendments; updating ABT to add/amend SCUS Cost Centers, or amending based on a revised donor-approved budget.
- Create and maintain WFP Invoice Trackers to ensure WFP award payments are organized and trackable; support reconciliation of WFP payments between HFC and SCUS Global Finance Department
- Create and maintain HFC-managed awards budget tracker; monitoring total burn rate and tracking receivable/liability balances; escalating issues up to HFC CO focal points or management.
- Schedule and attend priority CO calls in support of HFC CO focal point; document and distribute meeting minutes; assist in monitoring of pending tasks and support tasks where applicable.
- Develop portfolio analysis reports that support the oversight of the multi-million dollar awards budget; monitor progress against Key Performance Indicators; analyze and provide suggestions to support process improvements across the Unit.
Proposal Development Support (25%)
- Organize and maintain donor budgeting templates for institutional donors (BHA, BPRM, WFP, and UNHCR); ensure templates reflect up-to-date donor requirements; are accessible to country-office (CO) focal points; and organized within Unit’s shared files.
- Provide donor-versioning support to CO focal points; review detailed budget data ensuring clarity and conformity across documents; ensure alignment of data between budget and technical documents; upload final documents to the Award Management System.
- Support HFC cost lead during large-value and/or high-risk proposal efforts; providing administrative and review support; coordinating conference calls; developing and sharing minutes; and supporting the donor-versioning process.
Award Management Closeout Support (10%)
· Review and monitoring of the Award Management System (AMS) data to ensure award records are ready for administrative closeout; coordinating across DHR Award Managers to update and upload documents where necessary.
· Monitor close of sub-agreement records, escalating any concerns to HFC CO focal points and management when necessary.
· Supporting Commodity Operations Unit in closing-out gift-in-kind records, supporting analysis; monitoring of pending actions; and running final close-out workflows.
· Work with SCI CO to complete Close-out Checklist in AMS.
· Monitoring final balances in Agresso financial system, escalating delayed payments/reimbursements to management.
· Run final closeout workflow; update relevant SCUS focal points when award is closed.
Administrative and Financial Support (15%)
- Support and coordinate department and agency information requests across the Unit.
- Schedule and take minutes for regular and ad hoc meetings for the Unit.
- Support on reclass requests for SCUS Award Managers, Technical Advisors and/or relevant award focal points; submitting reclass request and following-through completion.
- Assist Unit leads with administrative and financial tasks as needed.
- Support the development of Standard Operating Procedures (SOP) for the Unit; developing early drafts; coordinating reviews and finalizing draft; ensuring proper documentation and access to the Unit.
Required Qualifications
- Minimum 2-3 years of relevant experience, or equivalent combination of education and experience
- High School or equivalent
- Demonstrated knowledge and technical skills to support semi-complex tasks
- Proven proficiency in MS Office Suite for purposes of tracking business financial information
- Proven ability to handle multiple tasks, often with competing priorities, and successfully ensure timely completion of short- and long-term projects
- Professional proficiency in written and spoken English
- Demonstrated ability to communicate and collaborate effectively with individuals at all levels
Why you should join the Save the Children Team…
Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, pet insurance, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.
Click here to learn more about how Save the Children US will invest in YOU!
About Save the Children
Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.
Our work for children and their families requires that we commit—at every opportunity—to work together to identify and dismantle persistent systemic and structural racism, inequality, and any other forms of discrimination in this country and beyond. As an anti-racist organization, Save the Children will not tolerate discrimination in any form—in our employment practices, amongst our staff, in our leadership or toward the people we serve. We stand in solidarity with all people to fight for equal rights, justice, inclusion, and belonging.
We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws
Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy will be treated as a serious issue.