The NY office of MSF-USA is seeking a finance manager to be responsible for all non-donation related activities in the Finance Department. The position requires leadership and coordination of MSF-USA’s expense accounting, general ledger, and accounts payable management functions.
General Ledger management (70%)
- Ensure compliance with local, state and federal regulators.
- Recommends and implements, in discussion with the Revenue Manager and the Director of Finance changes to the general ledger, financial statements, and internal control processes including segregation of duty.
- Quarterly, performs a detail review of all non-donation related accounts and reconciles all balance sheet related entries and takes action to resolve discrepancy. Reviews and ensures that all corrective journal entries are prepared, entered and recorded as necessary.
- Ensures, either through direct activity or oversight of staff:
- That all relevant documents such as invoices, cash disbursements, journal entries are entered into accounting system;
- That all incoming invoices are appropriately supported by existing contracts/P.O.’s/agreements, approvals, and coding; and
- That checks are generated, proper signatures obtained, and disbursement logs prepared.
- Adherence to MSF USA’s various financial policies and code of conduct.
- That all non-donations related filings are accurately, completely and timely filed.
- Ensure timely and accurate processing of specialized AP activities including but not limited to: telecommunications; travel; benefits; and credit card accounts.
- Oversees inter-sectional billing and payments and defines the adequate tariffs in relation with International Staff re-billing. Ensure timely reconciliation of intra-company accounts.
- Supervises production of cash position reports to monitor cash position and identify problems. Also responsible for recommending transfers of funds to investment accounts when cash position in bank accounts permits and requesting ForEx purchases when needed.
- Oversee the payroll process, including but not limited to timely payment of payroll, updating of payroll changes, recording of payroll related activities in the general ledger system, reconciliation of accounts. Serves as a back up to the Payroll Manager as deemed appropriate and ensures that when such action is required that internal control process is not put in jeopardy.
- Delegate authority, consult with and guide staff to achieve goals. Provide ongoing feedback in a context of mutual respect. Hold regular unit meetings to coordinate activities.
- Is an active participant in the preparation of annual budget and reforecast.
Management & Administration (25%)
- Participate in planning and implementation of Finance Department strategies, policies, and procedures.
- Make recommendations to improve financial and accounting operations.
- Prepares finance related guidelines and desk aids for use by office staff.
- Updates finance office procedures as required.
- Evaluates and recommends improvements in interdepartmental workflows.
- Ensure effective internal controls paying a special attention to segregation of duty, coordinating with the Revenue Manager as needed.
- Conduct orientations of new staff to help them learn finance department procedures.
- May be assigned to cross-departmental working groups as lead non-donation finance representative to review business processes and recommended changes to processes or vendor practices.
- Maintain awareness of all laws and regulations applicable to MSF USA on non-donation related activities. Ensure adherence to such laws and regulations.
- Develop and maintain an effective, cohesive professional partnership with the Revenue Manager.
Consolidation of International MSF Accounts (5%)
- Manage the finance team in the extraction and restatement of US financial data to meet international accounting standards.
- Manage, in close coordination with the Revenue manager, the generation of reports for use by International Office for the annual international combined financial statement.
- Contribute to the ongoing international dialogue on the best methods to report on combined financial information that accurately captures the financial data of multiple offices with distinct accounting practices and GL codes.
- Supervise the work of one associate and one assistant who carry out varied finance, accounting, and administrative duties. Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include planning, assigning, directing work, reviewing direct and indirect reports’ work product for accuracy and completeness, ensuring adherence to organization’s policies and procedure, and appraising performance.
- Contribute substantially to accuracy and completeness of all non-donation related reporting activities.
- Has access to all financial data of MSF USA through use of accounting software and on-line banking, as well as confidential HR information (e.g. payroll).
- Audit certain field expenses.
Extent of Public Contact
- Works with staff of all US departments on a regular basis
- Works with finance staff at partner sections and the International Office on a regular basis
- Works with auditors and other consultants (e.g. pension record keeper)
- Works with banks and other financial services vendors
- While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
- To travel to the field (usually in the developing world), the employee must attest to physical fitness to endure physically difficult, high stress situations which may include the necessity to walk long distances, carry a backpack or other equipment of up to 50 pounds, to ride long distances over very poor road conditions, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents.
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions, Travel and Environment
- The duties of the job require regular attendance 5 days/week for a minimum of 35 hours. The candidate must be available to work before 9:00 am, after 5:00 pm or on weekends, as required.
- The candidate must be able to travel as required for standard domestic and international business travel as well as to MSF field projects. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.
- Five to ten years experience in a senior-level finance or accounting position
- CPA or equivalent
- Experience supervising staff
- Demonstrated knowledge of accounting, spreadsheet, and fundraising software
- Demonstrated experience in business process analysis
- Ability to communicate with non-finance professionals about financial and accounting matters
- Organized, detail-oriented, problem solving, individual
- Strong written communication skills including ability to write internal memos to staff, and to document departmental procedures and write manuals
- Ability to handle a large volume of work under pressure and with deadlines
- Excellent time management and organizational skills
- Keen attention to detail with ability to track multiple projects at one time
- Excellent judgment and diplomacy
- Prior experience with MIP and/or Team Approach software strongly preferred
- Fluent French and/or Spanish a strong plus