Administrative and Financial Project Coordinator

Organization icon

World Resources Institute

Location icon

Bogotá, Colombia

Clock icon

30+ days ago

Objective of the position


Lead the administrative and financial management of the project funded by UK PACT to support the Colombian Government initiative of BiodiverCities ensuring coordination between participating WRI offices, the implementing consortium, and the donor. This position will work as part of the WRI Global team from the Colombia office.


Responsibilities


Financial management

  • Regularly reviews, updates, and monitors all transactions, commitments, and revenue prospects for the team of the project
  • Updates and maintains the project budget utilizing WRI’s budgeting and forecasting software (TM1) in close Coordination with WRI Global, Colombia and Mexico
  • Coordinates and advises team monthly on budget management, including close monitoring of budget variance, burn rate, and allowability of expenses in line with the donor approved budget
  • Follows WRI’s internal processes and Funder´s requirements and deadlines, including quarterly reviews, monthly & annual closeouts
  • Initiates payment requests in compliance with established local governance
  • Prepares and supports financial reports requested by the donor. In this case, the donor requires quarterly financial reports to be delivered no later than 30 calendar days after the end of the quarter
  • Supports financial auditing documentation (organize and tag invoices, supporting documents, reports)
  • Provides guidance to partner organizations and consultants to ensure their compliance with funder policies, while proactively and professionally communicating with partners and consultants
  • Coordinates with implementing consortium partners (ICLEI Colombia, ICLEI SAMS, Instituto Alexander von Humboldt) and WRI offices to guarantee correct financial management, spending status and compliance with donor requirements.

Project and Grant Management

  • Work in coordination with local accounting team following WRI policies and procedures for award management in the appropriate systems, including prime award initiation, subagreement processing, and work authorizations Monitor program/project performance against contract requirements
  • Coordinate with project team to support their ad hoc financial expenditures for outreach and delivery efforts
  • Ensures team compliance with terms and conditions of the grant and contract agreements

Administration

  • Manage project and organizational trackers
  • Keeps meticulous electronic filing system for team project management
  • Supports team with financial management for conference and event logistics as needed, including participant travel
  • Provides in-depth budget updates to senior management
  • Other duties may be assigned

Profile


Schedule availability


Full-time


Availability to travel


Not required


Languages requires


Advanced Spanish and advanced English


Competences, professional
aptitudes and personal skills


Personal skills:

  • Dynamic, assertive, detail-oriented, and highly organized.
  • Excellent attention to detail
  • Knowledge of nonprofit operations
  • Practices proactive communication
  • Strong time and priority management abilities.

Professional skills:

  • Proven experience managing highly complex budgeting structures
  • Attention to deadlines particularly with regard to grant compliance and monitoring subgrant and contract relationships
  • Strong process orientation with sensitivity to quality, timelines, and organizational systems
  • Strong writing, Database Management, and proofreading skills
  • Excellent written and oral communication skills, including the ability to work well in a team and with international colleagues
  • Good written and oral communication in English
  • Ability to work independently with minimal supervision
  • Strong computer skills including high level of comfort with Microsoft Office (Excel, Word, PowerPoint, Outlook), web-based communications (Teams, Zoom), and CRM database (Salesforce)
  • Budgeting experience with Excel, or other budgeting software is highly desirable
  • Experience with government donors and embassies, especially with the United Kingdom government, is highly appreciated

Requirements


Education


Bachelor's degree in a related field (Business, Finance, Economics, Accounting etc)


Experience


2-3 years of relevant, full-time work experience, preferably in financial management, budgeting, administration, or nonprofit operations