Finance and Grants Officer, Substance Use Initiatives

Job Purpose

The Finance and Grants Officer, Substance Use Initiatives will be responsible for providing financial, contractual, and budget reporting support for up to two grants in the Bloomberg Philanthropies’ funded Overdose Prevention Program. This position will also assist the Grants Manager, Substance Use Initiatives, in the provision of grant administration services to the general Substance Use portfolio.

Duties and Responsibilities:

Financial Management

With Guidance from the Grants Manager, serve as grants management support for up to two grants;

Provide scheduled financial donor reports/projections, budget submissions/authorizations, and respond to requests for financial information and administrative support to audits as needed;

Create monthly cash flow reports, and respond to subgrantee data requests;

With support from the Grants Manager, develop fiscal year and reforecast expense budgets in collaboration with program teams;

Work with the PHP Business Intelligence Analyst to update Power BI budget dashboard reports and ensure accurate accounting of incurred commitments and expenses;

With guidance from the Grants Manager, provide budget updates and projections to inform the business decisions of project leadership;

Ensure the accuracy, quality, and timeliness of all financial transactions charged to the assigned grant portfolios;

Complete monthly cash flows and in conjunction with the Grants Manager respond to Finance & Administration Division inquiries as required;

Assist the Grants Manager and PHP Business Intelligence Analyst to review the Power BI dashboard for the Overdose Prevention Program;

Backstop the Grants Associate, Substance Use Initiatives in payment processing and NetSuite purchase order creation activities as required;

2. Contracting

Under the guidance of the Grants Manager, review and approve all assigned requisition forms for assigned grants and agreements in Vital Contracts, reviewing financial clauses, payment terms, financial reporting schedules, etc;

Provide orientation to vendors on matters related to payment and reporting terms included in their agreements and Vital invoice submission and requirements;

Perform spot checks of reviewed and reconciled subgrantee financial reports, ensuring that each report is completed following grant reporting requirements, and submitted in a timely manner;

With support from the Grants Manager, conduct risk assessments, or reassessments, of Substance Use Department portfolio subgrantee contractors as determined by internal risk management policy and with the support of the manager, execute risk monitoring plans as required.

3. General

Assist the Grants Manager, Substance Use Initiatives to ensure department portfolio compliance with donor regulations and internal policies and standard operating procedures;

Assist in the review and development of Finance & Administration Division standard operating procedures;

Perform other duties as assigned.

Qualifications:

Education and degree

Bachelor’s degree in finance, business management, or a related field preferred.

Skills & abilities

Intermediate to advanced expertise in MS Excel, including proficiency using pivot tables, V-lookups, and formulas;

Strong analytical and problem-solving skills;

Ability to maintain high standards of customer service through responsive and timely communication;

Excellent interpersonal, written, and verbal communication;

Extremely well organized and highly attentive to detail;

Able to manage multiple projects on strict deadlines;

Ability to work as part of a team, particularly in a multi-cultural, multi-regional context;

Ability to work with colleagues across multiple time zones;

Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Experience:

Required

● Minimum 4-5 years of progressive experience in accounting, finance, and grants management;

● Experience using Excel, v-lookups, pivot tables, and formulas;

● Prior experience working for a non-profit organization on a grant-funded program.

Preferred

● Demonstrated experience in creating grant-related budgets and proposal budgeting;

#LI-Hybrid