Operations Associate, Finance and Accounting
Chemonics, Washington, United States
Chemonics seeks an Operations Associate for the Finance and Accounting Division. The Operations Associate is a support position, responsible for tracking certain corporate finance-related metrics, administrating operations and personnel of the Finance & Accounting division, monitoring requests related to the financial needs of Chemonics projects, and supporting the Chief Financial Officer. We are seeking individuals who have a passion for making a difference in the lives of people around the world.
Provides support to the CFO, Controller, and Treasurer including meeting and calendar management, researching and providing guidance to staff on signatory authorities and corporate policies, ensuring that documents needing senior vice president (SVP) signature are processed in a timely fashion, and ad-hoc requests for printing or proofreading
Maintains record of the basic details of all Chemonics’ project bank accounts, including gathering bank account closure documents and responding to audit requests on status of bank accounts.
Receives, proofreads, reviews for compliance, and routes for signature, all bank signatory resolutions and revocations and finance-related Certificates of Secretary
Supports corporate insurance program renewals, enrollments, and payment, including liaising with internal sources and/or external sources to request and review information, processing insurance applications, and entering relevant payment requests as needed
With support of manager, enrolls, tracks, and reconciles Defense Base Act (DBA) insurance coverage for every one of Chemonics’ US government-funded project
Serves as a champion of digital transformation, including planning trainings and events for the division related to Dynamics 365, and escalating system design requests and concerns from divisional staff up to the Digital Transformation team
In coordination with Manager, facilitates yearly Foreign Bank Account Report (FBAR) filing for company, including monitoring IRS and FinCEN regulation changes in coordination with external counsel, confirming bank account totals for oversees project accounts, preparing required forms, and sending communications to Home Office as needed
Administrates the corporate credit card program, including ordering new cards and cancelling cards for outgoing staff, setting credit limits per policy, and conducting biannual trainings for cardholders
Gather updates and compile quarterly finance-related documents for Board of Directors meetings
Coordinates staff events, including submitting catering requests, sending Outlook invites to the division, liaising with internal staff on room set-up and confirming set-up, coordinating any required meeting materials, liaising with external vendors as appropriate for off-site meetings/events, and agenda development and dissemination
Assist with drafting divisional budgets and forecasts, including tracking divisional expenditures against approved annual budget, personnel/employee relations spending, and monthly staff reforecasting and variance projections
Reviews and enters division’s invoices into payment request system and ensures all relevant back-up information is included in compliance with regulations, accounting standards, and company policy
Supports divisional personnel management and employee transitions.
Facilitates employee transitions, adding/removing employees to/from divisional listservs and calendar events, updating the division’s organizational chart, submitting new desk set-up requests, onboarding new staff to divisional resrouces, and completing exit checklists with outgoing staff
Supports divisional recruits for associate to manager-level vacancies, including drafting job announcements. Liaises with the recruitment department on opening a new requisition, articulating specific needs for position. Identifies panelists for interview, serves as panel member, drafts/proposes interview questions, schedules follow-up interviews as required, completes selection summaries, and schedules feedback sessions with internal applicants as required
Meets with each new Chemonics project team to discuss best practices for in-country registration, bank account opening, and other areas of F&A Ops support
Maintains division’s Sharepoint page and updates as needed
Serves as a resource for divisional staff by checking in periodically and elevating issues or concerns to the operations manager or director as needed, and offering solutions as necessary
Coordinates and replies to ad-hoc requests from internal customers, elevating to the manager, director, treasurer, controller, or CFO when applicable
Contributes to new business efforts in proposal roles including, but not limited to, writing CVs, Branding and Marking Plans, Past Performance Reviews, Corporate Capabilities, personnel writer, local and expatriate recruits, short-term technical assistance matrix, cost, coordinator, subcontractor liaison, or management section writer
Performs other duties as required
Bachelor’s degree or equivalent work experience required; degree in business administration, finance, or accounting, preferred
Minimum one year of work experience in a professional office work environment required
Demonstrated ability to communicate clearly and concisely orally and in writing; strong cross-culture communication and sensitivity skills
Demonstrated ability to handle routine administrative tasks and operational issues
Ability to multitask with strong attention to detail, organization, and time management
Experience in a medium- to large-sized complex organization, or in a medium- to large-sized government consulting firm, preferred
Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision, and contribute to projects and initiatives
Ability to work independently and as part of a team
Strong customer service and interpersonal skills.
Demonstrated resourcefulness in problem solving and initiative to learn new skills.
Knowledge of Dynamics 365 and the MS Office suite preferred.
Language proficiency for assigned geographic area preferred.
Previous experience working in international development and/or living or conducting volunteer work in developing countries preferred.
Willingness to travel and work abroad a minimum of 4 to 8 weeks per year required; experience living or working in developing countries preferred