Purpose:

The purpose of this role is to manage and oversee the day-to-day operations of MSI-US including finance, HR, legal compliance, information technology, and facilities management; and to provide financial and operational oversight to the MSI Brussels support office and London-based Global PPT department.

Your duties will include providing information analyses (e.g. current processes, actual performance vs. budget and prior year, budget, etc.), preparation of operational data/analyses for various stakeholders throughout company who rely on/benefit from the information to make informed business decisions, identification of areas for cost reductions and operational improvements, annual budget process, periodic forecasting, and periodic analysis of operations performance.

Job Title: Global Finance & Operations Manager

Location:Washington, DC

Reporting to: MSI-US Executive Director

Probationary Period:6 months, with 3 and 6 month reviews

Marie Stopes International (MSI) is a marketing focused, results oriented social enterprise. We develop efficient, effective and sustainable family planning programmes in the UK and overseas. The UK division provides services to men and women over 130,000 times a year.

The primary responsibility of this role is to further MSI’s Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE

It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES:

mission driven

customer focused

results orientated

pioneering

sustainable

people centered

Key Responsibilities

Measure

Global Financial & Operations Management

Create and provide analysis of Brussels office and Global PPT budgets
Generate annual budgets mapped to strategic business plan(s); analyze financial performance against key business metrics and document pertinent financial highlights that will enable management to determine progress against budgets

Perform month-end procedures including preparing journal entries and general ledger reconciliations

Cost center management reports reflect accurate project spending and expense allocation

Determine and improve financial status by analysing results and variances; identify trends; recommend actions
Quarterly analysis reports and meetings generated and conducted with country directors and cost center managers

Maintain Brussels offices effectiveness and efficiency by defining, delivering, and supporting strategic plans for implementing information technologies

Biannual review of IT environment to identify efficiency shortfalls, and to develop and implement solutions to address shortfalls; Monthly anti-virus scans conducted, software updated quarterly as applicable
Manage Brussels’ IT interface with London IT to ensure efficient technology and communications with MSI Global team

MSI-US technology environment in compliance with MSI Global guidelines and regulations.

Contribute to the success of strategic organizational goals through the analysis of work plan implementation as it relates to key performance indicators

Quarterly review of key performance indicators; publish quarterly updates and action items.

  Financial Management

Perform/Supervise full accounting function including maintaining Chart of Accounts, A/R, G/L, A/P, and payroll for US office

Achieve No Opinion local audit
Provide oversight and analysis of Development and Programs budgets

Analyze financial performance against key business metrics and document pertinent financial highlights that will enable management to determine progress against budgets

Determine and improve financial status by analysing results and variances; identify trends; recommend actions

Quarterly analysis reports and meetings generated and conducted with country directors and cost center managers
Facilitate completion of annual 990

990 completed and submitted to IRS by deadline
Monitor annual and quarterly federal and state payroll tax reports and payments made by payroll service

FR900A, MW508, Form WR, W-2s, W-3, 1099s, and 1096 submitted on time annually; federal and state withholding taxes, state unemployment taxes submitted quarterly

Complete year-end compliance audit for 403(b) and tax form 5500

Compliance audit passed, IRS Form 5500 submitted on time
Develop and maintain policies and procedures for financial operations within the framework of MSI financial systems and according to GAAP principles

Accounting operations manual created and implemented
Perform month-end procedures including preparing journal entries and general ledger reconciliations

Score of 10 reflecting the on time submission of the following: Intercompany general ledger reports 1; SIFPO funded expenditure report, SHOPS invoices, SUN import (transaction detail report), bank reconciliations, and on-grated fund report

Generate monthly financial data reports for submission to London and country programs where applicable

Prepare documents for MSI-US’s inclusion in MSI audit

    Human Resources Management

Administer all staff benefits including health insurance, retirement, commuter benefits, disability and wellness

Ensure compliance with operational procedures and policies; assisting line managers to understand and implement policies and procedures
Operations & policy manual updated quarterly; global team handbook revised for local implementation and distributed to all new staff

Ensure compliance with US labor laws and benefit regulations

Workers compensation insurance in place; annual equity analysis conducted
Manage recruitment: review job descriptions and assist in the development of quantifiable measures; preparing job adverts, shortlisting, interviewing and selecting candidates (where applicable)

Implement performance management procedures: Manage Performance Plus biannual reviews, advise line managers on behavior and performance expectations, disciplinary procedures and staff morale

Develop and implement annual Performance Plus training; inclusion of MSI expectations in orientation; quarterly review of staff morale with Country Director
Manage new employee induction
Plan induction and implement; deliver training on HR and MSI behavior and performance expectations

    Operations: Legal Compliance

Draft and finalize new consultant, fellow agreements, and vendor contracts; negotiate with legal departments of new clients over clauses that required amendment

Executed contracts on file
Keep up to date with latest regulatory developments and changes; liaise with US attorneys to facilitate MSI-US’s on-going legal compliance with state & federal laws

Ensure legal compliance with state solicitation laws including registering and maintaining good standing with all states where active donors reside

State registration certificates from relevant states on file
Register and maintain good standing with VA & DC corporate governance departments

Annual and biannual reports and fees submitted in a timely manner      

  Operations: Information Technology Management

Maintain organization’s effectiveness and efficiency by defining, delivering, and supporting strategic plans for implementing information technologies

Biannual review of IT environment to identify efficiency shortfalls, and to develop and implement solutions to address shortfalls; Monthly anti-virus scans conducted, software updated quarterly as applicable
Manage interface with London IT to ensure efficient technology and communications with MSI Global team

MSI-US technology environment in compliance with MSI Global guidelines and regulations

Preserve assets by implementing disaster recovery and back-up procedures and information security and control structures

Perform daily back-ups; confidential information password protected

   Operations: Board Administration

Supervise and manage the operations of the MSI-US board

Administer annual board meeting; generate resolutions
Effectively communicate critical financial matters at select board of directors and committee meetings

Financial status report prepared for annual board meeting
Supervise and manage the generation of on-granting agreements

Execute quarterly grantmaking

      Operations: Facilities Management

Investigate availability and suitability of options for new premises or current premises

Work with brokers to renew or secure new lease
Manage and lead change to ensure minimum disruption to core activities

Daily operations uninterrupted during move or reconfiguration
Direct and plan essential central services such as reception, security, maintenance, mail, archiving, cleaning, waste disposal and recycling

Required supplies on hand; workspace configured for optimum efficiency and productivity; all equipment is operational

        Overall

Contribute to the success of strategic organisational goals through the analysis of work plan implementation as it relates to key performance indicators

Supervise any interns, volunteers; and administrative and finance support staff

Undertake any other reasonable duties, as requested by the head of the MSI US office

Ensure finance and administrative functions are well coordinated and in line with MSI regulations and guidelines

Quarterly review of key performance indicators; publish quarterly updates and action items

Have a flexible approach and perform tasks accurately and within given timeframe; be aware of other department member’s workloads and where able provide proactive assistance

Skills and Experience

Experience:

· 5 years of experience in financial management Required

· 3 years of experience in human resource management Required

· 7 years of experience in office management Required

· Knowledge of GAAP & IRS regulations as they relate to non-profits Required

· Experience of working for an international organisation Required

· Working knowledge of IT environment requirements for office functionality Desirable

Skills:

Excellent financial and accounting skills (Payroll & taxes, A/P, A/R, Reporting, Budgeting & Budget Analysis)

Proficiency in human resource management (Benefits administration, Labor law compliance)

Excellent IT skills, including Advanced Word, Outlook, Excel, PowerPoint and databases, including SUN financial system

Excellent organisational skills

Excellent English, written and spoken

Ability to manage a heavy and fluctuating workload

Ability to manage conflicting demands

Ability to prioritise own workload

Results orientated

Ability to handle a steep learning curve

Able to work as part of a team

Highly developed communication skills

Attitude / Motivation:

Enthusiastic, positive, determined

Able to work on one’s own initiative

Able to prioritise tasks

Calm under pressure

Flexible

Assertive and diplomatic

Sound judgement

Proactive

Able to work in a culturally diverse environment

General interest in development and/or reproductive health issues

Pro choice

How to apply

To apply please submit a cover letter along with your CV to: soli.aguilar@mariestopes.org