The Finance Liaison & Executive Assistant (EA) to Mercy Corps’ CFO manages a complex and demanding set of responsibilities. S/he provides detailed technical support to senior-level Finance, Compliance and Accounting staff, managerial and administrative support to the CFO and responds promptly and efficiently to varied work assignments. Confidentiality and professionalism is highly important to the role.
Departmental Support Functions (75%)
- Responsible for timely completion of subaward compliance functions as assigned in Standard Operating Procedures (SOPs), including the set up and maintenance of all financial system (Navigator) data; collection of necessary documentation and reports; periodic data entry; subrecipient correspondence; subaward modifications as assigned; and maintenance of subaward files.
- Perform FFATA subrecipient reporting in compliance with internal SOPs and external reporting deadlines.
- Provide planning and logistical support for key meetings, conferences and training events, including arrangement and preparation of venue, collection and dissemination of necessary documents, logistical support for participants and communication and required follow-up with all parties involved.
- Support International Finance with quarterly financial report submission and distribution.
- Maintain departmental trackers, calendars and internal web content as assigned, including the Modified Procurement Process (MPP) tracking system, MC Dashboard information, Finance Portfolio Coverage, Travel Calendar, Hub pages, etc.
- Provide proofreading, editing and formatting support for department documents, including manuals, training materials, reports, etc.
- Other duties as assigned.
Executive Support for Chief Financial Officer (25%)
- Coordinate support for CFO responsibilities with Board, including Joint Finance Committee and Joint Audit & Risk Committee agendas, documents and meeting logistics.
- Record and issue minutes for key meetings, including those involving the Audit and Finance committees of the Board.
- Provide travel support as needed.
- Handle urgent needs of CFO as appropriate.
ADDITIONAL SUPPORT AS TIME PERMITS :
- In coordination with Finance/Accounting staff, manage the department files and archives and serve as the primary contact point between the department and the Iron Mountain storage facility.
- Support centralized filing and maintenance of Internal Audit reports, work papers and other secure data.
- Support as required for Board of Director meetings (maximum 3x/year), occasional assistance to travel manager, miscellaneous administrative support.
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Reports Directly To: Chief Financial Officer; dotted-line functional reporting to the Director of Grant Compliance for subaward duties
Knowledge and Experience
- Minimum BA/S or equivalent in related field. MA/S preferred.
- 2-3 years administrative support experience in a professional or executive office setting.
- Some experience and/or strong interest in entering the finance and accounting sector.
- Excellent writing skills including proofreading and editing proficiency as well as minute keeping.
- Excellent communication and the ability to handle confidential matters appropriately.
- Strong computer literacy required including MS Office Suite.
- Well organized and flexible/adaptable to changing priorities.
- Experience with coordination and management of travel schedules, meeting and report compilation.
- Proven experience maintaining a high level of confidentiality and professional conduct with integrity.
- Highly effective and professional verbal communication.
- Proven ability to prioritize multiple competing requests, tasks, deadlines, and needs.
- Strong interpersonal skills.
- Proven ability to manage demands and stresses of executive wing with grace and humor.
- International, non-profit, and government experience and/or interest are preferred.
The successful EA to the CFO will demonstrate a healthy combination of professionalism and confidence in providing efficient administrative support to Mercy Corps’ CFO and senior Finance department staff. S/he will possess excellent communication skills, both verbal and written, and will place a high priority on attention to detail and organization. The successful EA will be able to work both independently and cooperatively, and will effectively and accurately represent Mercy Corps at all times. S/he must demonstrate flexibility and creativity in planning and problem solving, will have proven ability to learn quickly, take initiative, and be accountable for results in a fast-paced, fluid and challenging work environment of many competing and changing priorities. An entrepreneurial spirit that is both creative and flexible is important.
Living Conditions / Environmental Conditions
The position is located in Portland, Oregon. Occasional weekend and evening work required (may be from home.) Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.