Entrepreneurship in the territories: is it the right time?
Primary Responsibilities
Operations Management
- Help recommend, set up and maintain PJI technology and systems, policies and procedures, including for virtual work in multiple time zones, and travel;
- Ensure PJI is working with optimal and secure software and systems, and coordinate with security consultant to ensure compliance;
- Help identify ways to improve IT and systems functionality and train staff or consultants;
- Oversee procurement of goods and services, as needed, in line with US federal and other grant regulations, including collecting quotes / bids, drafting or reviewing contracts / agreements / warranties, and purchasing goods or services;
- Assist with scheduling meetings, taking notes / minutes, follow-up;
- Assist with travel itineraries, visas and other travel arrangements as needed;
- Assist in identifying and contracting local interpreters, security teams, or handlers for travel; and
- Organize retreats and other events, as needed.
Financial Management
- Ensure all PJI financial transactions are done accurately and in a timely manner with proper documentation (which may be in multiple languages) to support both programmatic and fiscal management / audit needs;
- Oversee bookkeeper doing payables, allocation of costs, travel reconciliations, and budget variance;
- Oversee data collection, coding and input, documentation, and reconciliation for credit cards, advances, and reimbursements;
- Directly handle accrual-based accounts receivable and deferred revenue, including coding and entry into QuickBooks, in coordination with Co-Directors for unrestricted donations;
- Oversee proper cost allocation to donors, including federal donors, tracking and allocating time, and tracking exchange rates effective at the time of transaction;
- Reconcile bank accounts in QuickBooks against monthly bank statements;
- Provide ongoing snapshot of cash flow and cash need to Co-Directors;
- Lead development of proposal budgets and budget modifications for funders;
- Conduct fiscal and compliance training for subgrantees, as applicable, and review and reconcile subgrantee fiscal reports;
- Monitor vendor and consultant contracts and ensure proper completion and access;
- With Co-Director, manage organizational and individual insurance needs, including for travel;
- Organize, secure and oversee maintenance of all financial files in alignment with best practices and audit needs;
- Maintain and secure operational passcodes, keys, and other vehicles of access to systems and facilities;
- Ensure timely and accurate filing and renewal of Charitable Registrations and business registration forms in compliance with international, federal, state agency requirements;
- Contribute to audit preparation and successful completion;
- Contribute to quality control related to fiscal data, including mining for errors and anomalies, mentoring PJI on proper documentation, and remaining vigilant about cash flow needs;
- Maintain a schedule of donor reporting dates, and prepare fiscal reports for donors as needed and requested by Co-Directors;
- Prepare financial reports and budget variance reports for Co-Directors or Board, as requested;
- Develop, document and ensure compliance with fiscal policies and procedures (e.g. cost allocation, procurement, reporting, etc.);and
- Contribute to streamlining and improving procedures, processes, forms and training to optimize fiscal functions and outputs.
Human Resources
- Oversee and manage recruitment, hiring and onboarding process and materials for staff, consultants, fellows, and volunteers;
- Integrate new personnel into existing systems and protocols and provide training as needed;
- Process changes in compensation and benefits and ensure documentation is maintained;
- Lead PJI in determining whether to convert from consultants to employees, and in the process of conversion if this materializes;
- Develop and manage a probationary and an annual review process for staff and consultants.
Other duties
- Assist with identifying new institutional funders for PJI; and
- Other operational, fiscal, or human resource duties as needed and assigned.
