Director of Finance and Administration
Position: Full time
Schedule: 37.5 hours per week
Position Reports to: Executive Director
Location: Berkeley, CA
About IDEX & this role:
Over the past 30 years, IDEX has supported more than 500 grassroots, community-led projects led by women, youth and indigenous people in Africa, Asia and Latin America. Annually, our partners serve approximately 2 million people, enabling farmers to be sustainable agricultural innovators, helping families build income, equipping community members to fight against human-made climate threats, empowering more women as leaders, and much more. IDEX is at an important junction and has secured new funding and recently established new revenue streams. We are looking for a dynamic Director of Finance and Administration who will be able to lead the finance and operations of our fast growing organization and take IDEX to the next level of success.
The Director of Finance oversees the finance, human resources, and organizational effectiveness functions at IDEX. Under the direction of the Executive Director and as part of the senior management team, the Director of Finance and Administration provides leadership, technical expertise, practical knowledge, strategic thinking and problem solving skills to the finance and administration functions. Substantial practical knowledge and experience is required in the following areas: managing and directing the finance and accounting operations of a non-profit organization; non-profit law and accounting principles; presenting financial data and its implications clearly and succinctly to management, board, and staff; training, mentoring, managing and supervising part-time and contract staff; planning, forecasting and budgeting; and managing the financial needs of a dynamic and growing organization. A commitment to human rights and social justice values is essential as well as the ability to excel in a virtual and collaborative work environment.
ESSENTIAL JOB FUNCTIONS
Interface Between Legal Structures for Fiscal Compliance: Develop and monitor procedures to comply with laws and regulations pertaining to tax-exempt status, and status as public charity; legislative advocacy; and International grantmaking. Liaise with contracted legal counsel as needed. Develop policies and procedures which contribute to the timely and efficient filing of various city, state and federal compliance documents.
Deliver Accurate and Timely Forecasting and Reporting: Develop and implement the tools and schedule necessary for the development of an annual budget that purposely reflects the allocation of resources, expenses and revenue. Monitor budgeting, audits, financial reporting, cash flow, and provide regular reports to relevant staff and board members. Conduct financial analysis and forecasting. Provide budget based scenario planning in response to potential or actual changes in strategy, programming or funding. Provide training and direct support to staff in the planning, development and monitoring of departmental budgets; including systems for tracking and managing grants and other disbursements for program related expenditures.
Maintain Strong Fiscal Systems: Develop and monitor fiscal systems, insurance and investment of organizations financial resources. Monitor cash availability, payroll, and quarterly tax statements. Review and approve for payment reimbursements, payments on accounts, bills, vouchers, and checks. Review Cash Receipts and Cash Disbursements Journal entries, trial balances and correct errors. Reconcile general and payroll accounts, financial statements, bank statements, grant revenue.
Coordinate the Audit Process: Prepare audit work papers and schedules, meet with outside auditors to ensure that a timely and accurate audit is completed. Liaise with the Board’s Audit Committee and ensure excellent communication with everyone involved in the audit process.
Manage Human Resources Functions including Payroll and Benefits: Manage personnel policy implementation and oversee staff recruitment, compensation, benefits including health and dental insurance, vacation and sick leave accruals, disability, employee orientation, and supports team in monitoring performance plans. Process payroll and benefits in multiple states and ensure the compliance with each state’s rules. Process staff timesheets and develop monthly payroll allocations. Maintain personnel files and keep track of staff performance evaluation, professional development, promotion, resignation and benefits. Coordinate the enrollment process for fringe benefits package and the required forms for new hires. Work with insurance representatives and vendors to negotiate premiums and benefits.
Interface with Development & Investment Team: Develop systems to share information between Fiscal and Development to ensure that all grants, donation, and earned revenue projects like the IDEX Academy are properly administered. Ensure effective financial reporting to funders and donors in collaboration with development team. Develop and monitor policies for managing the Baobab reserve fund and other restricted funds such as the Buen Vivir Investment Fund in accordance with IDEX’s Investment and Reserve Policy. Manage IDEX investment portfolio in consultation with Board Finance Committee & Investment Manager.
Maintain Strong Fiscal Controls: Establish and maintain internal accounting policies and procedures and bank account reconciliation in accordance with Generally Accepted Accounting Principles and IRS regulations for nonprofit organizations. Regularly report and make recommendations to Executive Director of financial status and all transactions.
Be a Translator: Help turn the budget and regular reports, as well as the audit, into language that staff and board members can understand and use to make good decisions. Interface with Communications Department to ensure that financials are presented to the public in an easily understandable method through website and print collateral. Support rebranding process through regulatory filings as IDEX becomes Thousand Currents.
Improve Operational Effectiveness: Serve as the primary liaison with the landlord and with subtenants in all IDEX locations. Assess the office operations on a regular basis and coordinate plans for equipment replacement and disposal; office space allocation and space improvements. Provide supervision to IT consultants to ensure connectivity and remote access for staff on RingCentral, Egnyte, Salesforce and other cloud based services.
Proactive Communications, Planning & Supervision: Think ahead about potential problems and resolve them in advance. Supervise a financial team including a bookkeeper, IT and operations coordinator and others as needed. Ensure proactive planning with the senior management team.
Find Systemic Solutions: Actively solve problems with systems and solutions that allow a dynamic, virtual, multi-site team to thrive, communicate and work effectively together.
Strategy: Help the organization think forward about its finances and financial system to meet its goals for growth and effectiveness. Work with the Board’s Finance, Audit & New Opportunities Committees as needed.
KNOWLEDGE, SKILLS, AND ABILITIES
- Commitment to IDEX’s mission and values
- Proven success building financial and human resource management systems
- Deep knowledge of non-profit accounting, finance, and grants management
- Ability to work well with diverse groups of people
- Proven organizational and management skills
- Proven ability to analyze and prioritize
- Excellent interpersonal and quantitative skills
- Excellent communication skills, including the ability to present financial information effectively to board, non-financial staff and community
- High level of discretion and integrity
- Sense of humor and a sense of joy in this kind of work
- Excellent skills with QuickBooks.
- Familiarity with advanced accounting software such as FundEZ, Intacct, FinancialEdge or equivalent preferred.
EDUCATION AND EXPERIENCE
- Minimum of 5 years of progressively responsible experience managing finance, accounting and operations in a non-profit setting.
- Master’s degree or equivalent experience in finance and operations.
Please submit a resume/CV and cover letter to [email protected] no later than November 10, 2016. Only shortlisted candidates will be contacted for interviews. Please do not call or email about this position. No informational interviews will be possible due to the high volume of applications.