Senior Finance Officer

Position: Senior Finance Officer

Location: Remote

Reports to: Director of Finance

Supervises: Accounting Assistant (once hired)

About Project Expedite Justice: 

Project Expedite Justice is a non-profit organization dedicated to advancing access to justice and supporting marginalized communities worldwide. Through our diverse projects and initiatives, we aim to empower individuals and communities to navigate legal systems and achieve justice.

Primary Responsibilities: 

The Senior Finance Officer will ensure compliance with U.S. and other government regulations and fiscal compliance with government donors and will ensure financial transactions are done accurately and in a timely manner with proper documentation to support both programmatic and fiscal management/audit needs. The Senior Finance Officer may also be involved in day-to-day activities, including payables, receivables, allocation of costs, purchase request processing and purchasing, reconciliations, and data and transaction entry into Quickbooks. As needed, the Senior Finance Officer will review financial reports from subgrantees and advise on fiscal compliance. The Senior Finance Officer will also liaise and coordinate with a Finance Officer, Finance Assistant, and others.

Financial Management:

• Participate in the annual organizational budget development process, help monitor expenditures and variances;

• Prepare and deposit funds into PEJ bank accounts as needed;

• Perform bank reconciliations to ensure the accounting system matches to the bank accounts;

• Manage and maintain petty cash (as needed), its use and documentation, and

• replenish as needed;

• Maintain all financial files in alignment with procedures and audit needs;

• Secure operational passcodes, keys, and other vehicles of access to accounting systems;

• Ensure timely and accurate filing and renewal of State Charitable Registrations and other forms in compliance with federal and state agency requirements;

• Align with systems, policies, and procedures to ensure compliance with USG or other funding requirements;

• Allocate costs to various grants and projects in line with budgets and regulations;

• Ensure procurement regulations and policies are followed and maintain documentation for expenses;

• Process transactions up to trial balance, ensuring accuracy and adherence to accounting standards.

• Perform bank reconciliations to ensure accurate recording of financial transactions.

• Conduct creditors and debtors reconciliations to maintain accurate records of payables and receivables.

• Implement the organization’s internal controls to safeguard financial assets and prevent fraud.

• Review weekly payments for accuracy and compliance with organizational policies and procedures.

• Prepare donor reports in accordance with grant requirements and deadlines.

• Provide financial support and guidance to project implementation teams.

• Collaborate with other departments to ensure alignment of financial activities with organizational goals and objectives.

• Process and file 1099s.

• Assist in the onboarding and training new employees.

• Process and file annual tax returns 990.

• Reviewing of Partners and subgrantees financial reports and payment requests.

• Help prepare monthly and ad hoc financial reports for the Executive Director, Board of Directors, or others;

• Ensure entries in Quickbooks are free of errors and are checked on a routine basis;

• Participate in developing/reviewing the organizational budget and grant budgets

• and fiscal reports;

• Adhere to document retention policies for financial records, including for subgrantees;

• Ensure timely and accurate bookkeeping, bank deposits and reconciliations,

• receivables and payables and supervise Accounting Assistant to do the same;

• With Finance Officer, handle accounts payable, including verification and approval process, coding, and entry into Quickbooks;

• With Finance Officer, handle accounts receivable, including coding and entry into

• Quickbooks in coordination with Development for private donations;

• Help provide financial support and guidance to project implementation teams;

• Help organize and assist in annual audit process;

• Prepare organizational 990 report for review; and

• Ensure all fiscal policies, procedures and documentation requirements are adhered to throughout all operations and report anomalies to the Director of finance.

Grants Management: 

• Prepare grant budgets and financial reports for review by Director of Finance;

• Review subgrantee budgets, and help prepare subaward agreements in line with USG requirements;

• Review subgrantee financial reports and documentation and approve release of funds;

• Training subgrantees in U.S. government regulations and ensure compliance;

• Adhere to restricted grant budgets, and assist with budget modifications;

• Allocate costs to grants or costs centers based on timesheets, coding from the field, subgrantee reports, utilizing PEJ procedures to ensure accurate assignment of costs; and

• Coordinate with Finance Officer, Director of Finance and others to address any issues from PEJ staff or consultants.

Procurement: 

• Ensure procurement aligns with U.S. government donor regulations, including for

• contracts and competition;

• Prepare and monitor vendor and consultant contracts;

• Review payment requests against budgets and thresholds set by PEJ;

• Assign payments into the payroll and Bill.com systems;

• Process travel and other advances and reconcile advances; and

• Ensure compliance with procedures and cost containment.

Human Resources and Payroll:

• With Finance Officer, set up new employees and input payroll and tax information while ensuring all federal and state laws are upheld;

• Review consultant contracts and invoices for payment;

• Help train and orient staff on financial policies and procedures;

• Manage payroll tax filings, workers compensation, and benefits for employees, and process year-end 1099’s for consultants; and

• Coordinate with other departments to onboard new staff and consultants and ensure that documentation is complete.

Board:

• Help prepare fiscal reports and updates for board meetings and as requested.

Professional Qualifications:

• At least 7 years of professional experience, with a minimum of 5+ years of broad nonprofit financial management experience;

• Proficiency in using Excel and Quickbooks or similar accounting software;

• Substantial experience with policies, procedures and systems for and managing USG funds, including fund accounting, OMBs and CFRs, Buy America/Fly America, Leahy, and other USG regulations, including as these apply to sub-grants and contracts;

• Experience in working with subgrants, including USG compliance;

• Knowledge of IRS requirements;

• Familiarity with U.S. human resource laws and regulations preferred;

• Able to set priorities and multi-task while maintaining accuracy and meeting deadlines;

• Excellent communication skills in working with a diverse remote staff and consultants;

• Personal qualities of integrity, credibility, and dedication to the mission of PEJ;

• Ability to thrive as part of a team with diverse experience, expertise, skills and  objectives;

• Ability to stand firm on essential accounting and fiscal compliance and documentation needs; and

• Bachelor’s degree in Finance, Accounting or similar; may be substituted for

• additional two years of experience.

• Bachelor’s degree in Finance, Accounting, or a related field. 

• Minimum of 3 years of experience in NGO finance or a similar role.

• Proficiency in QuickBooks or similar accounting software.

• Strong knowledge of 2CRF200 and compliance

• Strong US government compliance

• Strong understanding of accounting principles and financial management practices.

• Excellent communication skills, both verbal and written.

• Ability to work effectively in a diverse and multicultural environment.

• Strong attention to detail and accuracy in financial record-keeping.

• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

• Knowledge of IRS requirements

How to Apply:

Email recruitment@projectexpeditejustice.org with “Application: Senior Finance Officer” in the subject line, and attach:

• CV/resume (maximum of two pages);

• Cover letter;

• Writing sample (academic or related to the position)

Applications will be reviewed on a rolling basis. Please note that applications that do not include all of the application materials will not be considered.