The primary responsibility of the Grants Accountant & Analyst is management of the day-to-day financial interface with assigned country field programs and the International Office managed grants. The Grants Accountant & Analyst is the primary contact point between the field finance staff and the finance function in the International Office. The Grants Accountant & Analyst either provides directly or coordinates the support required by the field programs including: SAGE accounting system, accounting policy issues, accounting procedure issues, and participation in the Field Support Team (FST) process to ensure adequate financial support to field programs. In addition, the Grants Accountant & Analyst supports Project Concern’s program development efforts as needed by developing budgeting management tools. The execution of these duties requires a high level of analysis and independent thinking to facilitate the recognition of possible issues.
Duties and Key Responsibilities:
Processing Accounting Transactions
Functions as the Grants Accountant for selected countries and IO Managed awards.
Processes monthly transactions for assigned countries and other GAs’ countries when the situation arises.
Analyzes monthly expenditures and determines which items require follow up with the field finance staff or referral to either the Manager of Grant Accounting or Controller. Performs the necessary follow up with assigned PCI offices to obtain answers to material financial issues.
Analyzes cash requirements of each assigned country and process cash requests made of the International Office.
Reviews audit schedules prepared by selected countries and IO.
Prepares and provides audit schedules when required.
Liaison with Field Office
Maintains clear communication linkages between field finance staff and IO finance staff, determining when issues require referral to senior finance staff:
Coordinates, tracks and follows up on communication between field office and international finance office, setting priorities and tracking completion of tasks.
Develops strong working relationships with field finance staff and IO finance office.
Participates in monthly Flash calls as needed.
Interfaces with Operations Unit to support their efforts and to gain a greater understanding of program details to help assure correct accounting within assigned programs.
Maintains a general understanding of USAID/USDA and other donor regulations with the ability to apply rules appropriately.
Maintains current knowledge of the Accounting Policies and Procedures, SAGE, and Excel to determine the appropriate application of these tools and, when necessary, identifies where needs for technical/procedural support exist. Arranges for those needs to be met
Based upon a comprehensive understanding of program operations for each country assigned, determines accounting requirements to assure compliance with Federal regulations, donor requirements, and GAAP.
Reviews accuracy of field-prepared Global Forecasting Tool (GLO) report and provides feedback to PODD operations staff.
Coordinates with Country Finance Director to monitor financial status of field programs and provide support as needed.
Maintains a working understanding of field budgets.
Using the cash tracking tool and other analytical tools, monitors budget and cash balances and burn rates.
Monitors appropriate calculation of indirect costs
Participates in field audits as a member of the audit team, reviewing various systems for proper controls and accuracy of information provided, including review and analysis of all field audit reports, both internal and external. This activity requires a high level of independent thinking.
Reviews Project records in Salesforce prepared by Operations Unit staff, assigns cost centers, and updates cost center listing.
Updates finance tools for current status, including match tracking tool and cash tracking tool.
Prepares and submit for approval the Cost Center Decision Matrix for assigned Countries and IO Managed Grants
Analyzes grants to determine billing requirements. Establishes necessary billing cycles, generates invoices for advances or funds expended, and follows up with donors as required.
Prepares documents as needed (i.e. donor reports, invoices, analyses, etc.) in conjunction with Operations Unit and field staff
IO Accounting Duties
Updates timekeeping program for new cost centers, changes in employee’s status and other information as needed.
Prepares Master Leave report for IO payroll transmission
Prepare and analyze payroll pooled benefit rates on a monthly basis.
Prepares payroll journal entry for all IO-paid staff.
Maintains and reconcile vacation accruals calculations.
Monitors timely payment of employee benefits.
Maintains IO budgets in SAGE. Maintains a working understanding of budgets for IO departments.
Compiles, reviews and prepares information for annual 1099 filing.
Shares acquired skills with team members through formal and informal channels such as orientation and training of new employees in the organization on such subjects as timekeeping program, cost center structure and other financial processes. Also provide training as needed to field finance staff on such subjects as accounts payable, importing budgets, FR report manipulations and other financial processes.
Receives and maintains clear communications from IO Departments and provides support to requests as appropriate. Determines if an issue requires referral to the Controller or CFO. Performs the necessary follow up with assigned PCI office or department to obtain answers to material financial issues and maintain linkages between departments.
Analyzes, reconciles and monitors assigned balance sheet accounts monthly.
Analyzes factors affecting the calculation of IDC charged to all grants based upon a through understanding of IDC provisions in award agreements and Federal regulations. Manages monthly IDC allocation and prepares final NICRA adjustment entry.
Analyzes factors affecting Deferred Revenue calculations for all awards based upon revenue recognition rules established by PCI, determining that revenue has been properly accrued or deferred. Manages monthly deferred revenue adjustment.
Coordinates Cost Center listing maintenance by various Grant Accountants. This requires understanding the possible impact of information recorded on the Cost Center listing.
Supports banking input processes when required.
Determines areas and procedures for improvement in internal operations. Supports and solicits input from team members.
Other duties as assigned by supervisor.
Position Parameters/Special Responsibilities Required:
May require occasional night and weekend work during peak periods
- Bachelor’s degree required or technical training and 3 additional years of relevant work experience.
- Minimum of 6 years of relevant professional experience with a minimum of 4 yr. experience in a similar role.
- Experience with computerized accounting packages required; experience with Sage software preferred
- Strong computer skills, experience with MS office required; expertise in Excel preferred.
- Excellent communication skills including writing, verbal and interpersonal relations and cross-cultural communication mandatory.
- Experience with customer services preferred.
- Capacity for independent thinking and excellent analytical skills required.
- Ability to meet deadlines and work under pressure.
- Fluency in English. Proficiency in Spanish desirable.
- Demonstrated ability to function as a team member of a fluid organization.
- Attention to detail-must approach work in a meticulous and thorough manner.
- Ability and willingness to travel approximately 10-15% of the time.
- Confidentiality-must maintain the strictest confidentiality with sensitive information.
- Knowledge of Accounts Payable and Accounts Receivable desirable.
- A passion for the mission and values of PCI