Organization: Mercy Corps
Country: United States of America
Closing date: 30 Sep 2015
A COVER LETTER IS REQUIRED TO BE CONSIDERED FOR THIS POSITION
PROGRAM/DEPARTMENT SUMMARY:
Resource Development (RD) staff work in three main areas: 1) raising private funds and cultivating and maintaining relationships with private donors; 2) defining the agency"s brand, raising our public profile and sharing stories about our work by engaging with the media, the public, and our supporters and producing a wide range of online and offline communications; and 3) teaching visitors to our Portland Action Center about issues of global poverty and engaging them in efforts to end it.
The RD team includes several dozen dynamic professionals who possess a wide range of skills. We are database managers, web developers, internet marketers and public relations experts. We are writers, designers, photographers and teachers. We are fundraisers with expertise in direct response, online, community, major gift and corporate giving. We are specialists in fundraising analysis, stewardship, prospecting and customer service. Most of all, we are passionate about Mercy Corps" mission and dedicated to supporting our worldwide team that"s improving the lives of 19 million people in 36 countries.
GENERAL POSITION SUMMARY:
The Administrative Assistant – Fundraising & Finance reviews RD expenses, including travel plans and accounts payable with the Finance department; coordinates the annual budget process in partnership with the Director of Development Operations; and prepares critical fundraising analysis and financial reconciliation reports. In addition, she or he maintains state registrations and provides administrative and telephone support to Donor Services and RD as assigned.
ESSENTIAL JOB FUNCTIONS:
Financial Management
- Secure approvals for all RD-related expenses and obtain the proper signatures and back-up documentation for submission to Finance for payment; code and track expenses as needed.
- Provide timely budget and financial reporting on a monthly and as needed basis for the Director of Development Operations, RD department Team Leaders and the Finance department. Such reporting includes, but is not limited to, actual vs. budgeted expense and income figures and monthly income reports, forecasts and alternate scenarios.
- Assist all RD staff with financial policy and procedure compliance. Train new staff in policies and procedures. Liaise with Finance on behalf of RD staff.
Representation and Administrative
- Work closely with the Director of Development Operations to prepare the annual RD budget (35-40 sub-budgets). Manage 2 or more versions of the budget during the budget planning process, prepare budget analytical tools.
- Complete all necessary paperwork for annual state registrations and coordinate with Mercy Corps vendor to ensure that Mercy Corps remains in compliance and retains the right to fundraise in all states. Assist satellite offices with local registrations as needed.
- Serve as the RD Travel liaison, supporting travel arrangers and RD travelers as needed.
Fundraising Management
- Support analysis of fundraising results and the costs of doing business through the creation and maintenance of complex analytical tools, primarily in Excel, PowerPivot and a custom analysis cube.
- Assist RD team members in preparing consulting agreements and serve as RD point of contact with Finance/HR and Legal team as needed for these agreements.
- Cross train with the Donor Services Team on phone calls; provide daily phone coverage.
- Provide administrative support to RD, especially focused on meeting support such as arranging travel, scheduling, arranging catering, meeting set-up and break-down, and note-taking.
- Other duties as assigned.
Accountability:
- Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Organizational Learning:
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve – we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
SUPERVISORY RESPONSIBILITY: None
ACCOUNTABILITY:
REPORTS DIRECTLY TO: Director of Development Operations
WORKS DIRECTLY WITH: Chief Communications and Resource Development Officer, RD Team Leaders, other RD team members and Corporate Finance
KNOWLEDGE AND EXPERIENCE:
- College degree or equivalent in a related field.
- Proficiency with Microsoft Office Suite in general, advanced Excel skills.
- At least 2 years" experience with financial data, especially accounts payable and related analysis experience.
- 2 years experience in a non-profit setting; understand the difference between unrestricted & temporarily restricted.
- Demonstrated experience creating and maintaining analytical tools, especially with pivot tables.
- Extremely detail oriented; excellent proofing; highly accurate and precise in complex multi-step processes.
- Demonstrated experience creating and maintaining documentation for routine procedures.
- Excellent problem solving and interpersonal skills.
- Good written and spoken communication skills.
SUCCESS FACTORS:
A successful candidate will be a versatile multi-tasker with the proven ability to organize and prioritize many urgent tasks, follow procedures, and meet deadlines. He or she will be committed to getting it right every time, creating procedures and documentation to replicate success with complex processes repeatedly. S/he will be interested in fundraising. S/he will have a demonstrated ability to communicate effectively with team members of varied work styles, to work independently, and demonstrated flexibility and creativity in planning and problem solving. A proven ability to learn quickly, take initiative and be accountable for results are important as well as an ability to understand the larger picture while remaining focused on the details, an even temperament, a good sense of humor and an awareness of and sensitivity to multi-cultural international development work.
LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:
Position is based in Portland, Oregon at Mercy Corps Headquarters.
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC"s policies, procedures, and values at all times and in all in-country venues.
How to apply:
Please follow this link to apply: http://www.aplitrak.com/?adid=bWJhcnRvbG9uaS44NDE0Mi4zODMwQG1lcmN5Y29ycHMuYXBsaXRyYWsuY29t
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