Operations and Finance Sr. Coordinator
Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.
POSITION SUMMARY - This position is based in Arlington, VA
The Operations and Finance Senior Coordinator for the Global Indigenous Peoples and Local Communities Center (IPLC) is responsible for providing operational support for the administrative and financial functions of the Center and other Field Delivery programs as needed. The Center is funded by a diverse portfolio of donors ranging from Government and multilateral organizations to foundations and corporations. Duties include handling financial transactions, setting up/maintaining filing and reporting systems, maintaining budgets, generating reports and financial analysis, supporting human resource administration, and providing administrative and general office support as directed. This position will also provide meeting/conference planning support, employee time recording, travel support, and IT liaison support as directed.
The Operations and Finance Senior Coordinator works with senior Operations and HQ staff to ensure compliance with CI’s policies, procedures, and donor and local reporting requirements. They will respond to routine questions and refer more difficult requests and questions to their supervisor for resolution.
This position will require professionalism and good judgment as well as a broad and comprehensive knowledge of CI’s policies, standard operating procedures, and values. They must have the ability to make independent judgments related to administrative matters, be an owner of cultural sensitivity to IPLC issues, engagement, and partnerships, have the ability to communicate effectively with all levels of management as well as external partners and maintain confidentiality when working with sensitive information. The position requires administrative and organizational skills, the ability to multi-task, relationship-building skills, and the ability to handle confidential and sensitive information with the highest degree of professionalism.
The Operations and Finance Senior Coordinator does not supervise staff. Duties are performed under general supervision.
- Work to maintain smooth and accurate operational functions.
- Assist staff with routine operational and administrative tasks.
- Assist staff in understanding CI policies and procedures as they pertain to operational functions.
- Support budget management, including the annual budget process, monthly budget updates, and liaise with internal project managers on budget needs.
- Handle routine financial transactions, including but not limited to reviewing and preparing requests for vendor payments, contract invoices, check requests, reimbursements, reclasses, and monitoring occupancy and phone expenses.
- Create and maintain project records in CI’s financial systems in an accurate and comprehensive manner for donor and audit compliance.
- Approve expense reports in CI’s system to ensure that information is correct and in compliance with CI and donor policies.
- Review and approve employee time reporting for proper coding and charging, provide monthly updates to employees on time allocation balances, track timesheet submission, and run timesheet compliance reports to ensure time recording policy is followed by Center staff.
- Assist with daily administrative routines of the Center including coordinating and following up with other CI Financial and Administrative teams and units.
- Support any human resource-related administrative actions as required and directed by the Center’s Senior Vice President such as supporting the recruitment process, including assisting in developing and posting Program-related job descriptions, preparing personnel actions, supporting the annual performance appraisal process, etc.
- Perform related duties as assigned.
- Provide scheduling and logistics support for staff travel and meetings.
- Track and monitor IT hardware and equipment as needed, in collaboration with the IT department.
People and Resource Management Responsibilities
- This position is responsible for preparing operating budgets, helps track and monitor expenditures, and assisting preparing financial reports.
- This position initiates revenue and reimbursement claims and similar transactions as directly approved by the supervisor.
- Typical office environment.
- No travel is expected.
- Bachelor's degree or equivalent combination of education and experience in administration, accounting, finance, or related areas.
- 2 to 4 years of related work experience. Previous experience with IPLC areas would be a plus.
- Knowledge of Microsoft 365 applications, SharePoint, Teams, and other IT technologies.
- Cultural sensitivity to learn with and engage IPLC or similar actors.
- Proficiency in MS Office, especially Microsoft Excel
- Ability to review and analyze detailed information accurately and efficiently.
- Strong organizational and communication skills. Ability to prioritize and manage a high volume of varied tasks and meet internal and external deadlines.
- Demonstrated ability to quickly learn, understand, follow, and improve internal processes.
- Ability to work effectively, courteously, and tactfully with people representing a variety of disciplines, cultures, and backgrounds.
- Experience working within the Business World family of ERP systems is preferred, but not required.
- Experience creating and reviewing financial and accounting documents, including invoices, travel agreements, and reimbursement documents.
To apply for this position please submit a resume and cover letter.
See all Conservation International Career Opportunities HERE
Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.
As a science-based organization, CI follows CDC recommendations for COVID-19 and other vaccines. Accordingly, for the health and safety of our employees, their families, and our community, subject to applicable local law, all Conservation International staff are expected to be vaccinated against COVID-19. However, vaccination is no longer a mandate or condition of employment and employees are not required to provide proof of vaccination. This means we will not require an individual to be vaccinated to enter a CI office, attend CI events or travel on CI-related trips. This applies for our community partners as well. This vaccine expectation applies to all team members working remotely, in a hybrid work arrangement, and on-site. Job applicants are NOT required to state their COVID-19 vaccine status in their application.