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Job Details


Doctors Without Borders

Grants Officer (751584000)

Finance

Administrative Officer

Yearly

No

New York, United States

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization that delivers impartial medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries.

We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s common mission.

Department

The Programs Department at MSF-USA supports the MSF Social Mission and consists of multiple units including advocacy, representation, and research arms of both MSF-USA and the international offices of MSF including the Grants Unit. Units served and/or supported by the Program Department include the Humanitarian Representation Team (HRT), Access Campaign, Epicentre, MSF-USA domestic projects and other special projects related to medical and operational priorities of MSF.

Project

The primary role of the Grants Officer is as a specialist in accountancy principles as applied to MSF USA grants process, administration of MSF USA private grants to other MSF sections, and facilitation of appropriate use of donor earmarked funds. The Grants Officer has a particularly sensitive role in continually adapting, streamlining and improving MSF-USA granting policy.

The Grants Officer coordinates finance-related administration for all units in the Program Department, with an emphasis on grants administration. They are responsible for the responsibilities as outlined below, in addition to being a back up of the Program Officer when needed. The Program Associate works closely with the Assistant Director and Director of Programs, with managers and associates in the Development department, and with the Finance Department.

The Grants Officer will be responsible for database/accounting maintenance, document management, facilitating Development efforts to raise restricted funding, financial reporting for grants, and will support the Program Committee of the BoD.

The Grants Officer is the focal point for all financial tracking in the Program department including budget management, invoice processing, expense reporting, and other related administrative tasks. They ensure that all necessary processes are followed and that all relevant information is documented accurately.

The Grants Officer provides coverage during absences of the Program Officer.

Tasks

  1. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Grants Administration

Database maintenance:

  • In collaboration with the Assistant Program Director, updates and maintains grant, program, and donation earmark (purpose code) records in NetSuite
  • Collaborates with Assistant Program Director to establish guidelines for routine allocation of donor-earmarked gifts to relevant grants;
  • In collaboration with Assistant Program Director, generates and enters grants-related data for other financial tools as needed (e.g. for International Combined Accounts process)
  • Advises on ongoing refinement of Grants Management tools in NetSuite
  • Advises on restricted donations / grants management needs assessment and design process for new Development CRM

Document management

  • Requests and manages routine documentation for all MSF USA-funded programs from OC counterparts
  • Leads ongoing development of Private Grants SharePoint site for document management and other tools for collaboration
  • Tracks grants approval cycle and prepares grants contracts

Liaison for fundraising inquiries

  • Track and respond to inquiries from Development staff submitted through the SharePoint Grants Request Form
  • Point of contact between Development staff and OC counterparts; organizes appropriate allocation of restricted funds within grants
  • Facilitates fulfillment of ad hoc information requests from Development staff, guiding them to existing grants documentation or soliciting information from OC counterparts
  • Attends BBLs / Program Updates and reads operational updates from the OCs to augment knowledge of MSF programs and strategies

Program Committee

  • Assist with background documents preparation and logistics for meetings of the Board of Directors' Program Committee. Prepares grant-related materials for Program Committee meetings.
  • In collaboration with Assistant Program Director, develops Program Committee meeting schedules, plans agendas, identifies key operational managers in OCs to address PC priority topics
  • Attends, takes minutes, and prepares summaries for meetings of the Board of Directors' Program Committee; helps formulate recommendations to the full Board.
  • Conducts ad hoc research projects and writes summaries of internal documents to inform discussions in the Program Committee

Financial aspects of grant making

  • Works with Finance Department staff to ensure timely disbursement of funds to grantees
  • Creates Purchase Orders for grants payments, ensuring correct booking in GL accounts and assignment to grants records
  • Responsible for routine allocation and accounting release of purpose-restricted donations in NetSuite
  • Collaborates with Assistant Program Director on non-routine allocation of purpose-restricted donations

Financial Management

  • Oversees all budgets within the Program Department, disseminating budget updates regularly, monitoring expense coding and allocations, and facilitates annual budget writing process for all Program Department units.
  • Manages all invoice processing, credit card reports for Program Department charges, expense reconciliation, and other administrative tasks relating to financial tracking.
  • Ensures all financial processes are completed in accordance with MSF Travel Policy and Financial Code of Conduct.

Works as liaison between Program Department and Finance Department, disseminating relevant updates as needed.

Data Management: SharePoint, et al.

  • Maintenance of Program Department SharePoint – liaison with Systems, refining user experience/referent on SharePoint tools
  • Advises on development of Teams or other tools for collaboration
  • Delegates additional administrative tasks to the Program Department Intern as needed

General Management & Research Support to the Program Department

  • Organizes and facilitates bi-weekly Program Updates for MSF-USA office staff.
  • Provides coverage for Program Officer during absences
  • Supervises Program Department intern
  • Other duties as assigned.

Qualifications

Required:

  • Genuine commitment to MSF's medical and humanitarian principles.
  • Minimum 5 years relevant work experience in programs, fundraising, and/or finance, with at least 2 years of experience in MSF.
  • Experience working in MSF field programs.
  • Knowledge of, and experience with, generally accepted accounting principles (GAAP) for U.S. non-profit organizations.
  • Experience with querying information from fundraising databases.
  • Excellent administrative and organizational skills; ability to work independently and prioritize tasks effectively in a fast-paced environment.
  • Thorough knowledge of the range of MSF medical-humanitarian programs.
  • Demonstrated capability to summarize and present programmatic and financial information adapted to a range of audiences, (e.g. Board of Directors members, Development staff, Finance staff).
  • Strong interpersonal skills.
  • Strong written and oral communication skills, including non-technical writing.
  • Excellent research skills.
  • Excellent judgment and diplomacy.
  • Intermediate to advanced skills in Office 365 suite (particularly SharePoint, Teams, PowerPoint)
  • English fluent, French and/or Spanish languages an asset.

Preferred:

  • Experience with Oracle NetSuite and PowerBI software

Please note that relocation assistance and visa sponsorship will be offered for this position.

No phone calls and emails please. Only shortlisted candidates will be contacted.

Application Deadline: Open Until Filled.

MSF-USA/Doctors Without Borders is an Equal Opportunity Employer. No employee, or applicant for employment, shall be discriminated against in any term or condition of employment because of race, color, religion, national origin, sex, age, or sexual orientation or any other characteristic protected by law. We are constantly striving to make our organization anti-racist. Diversity, equity and inclusion are core values. As an employee, you become part of that mission. We expect this same commitment from our staff.

Type

HQ

Pay Class & Contract Type

Regular FT Salaried Exempt

Compensation

High 70s to Low 80s

Working Time (Hours Per Week)

35