Grants Finance and Commodities Coordinator
Brand: Food For The Hungry
Req#: 174172
Updated: 08/21/2013
Job Type: Full Time
Location: Phoenix, AZ USA
Category: US/Salaried
Salary: Salary
Benefits: Full Benefits
Contact: Debbie Meythaler
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Job Description

Open Until Filled: Applications will be accepted until a sufficient pool of qualified applicants has been received.

MISSIONSTATEMENT
Motivated by Christ's love, this position plays a key role in promoting the wholistic ministry of Food for the Hungry (FH) through the framework of the organization’s vision, “God called and we responded until physical and spiritual hungers ended worldwide.”  In order to accomplish this vision, FH’s mission is to “walk with churches leaders and families in overcoming all forms of human poverty by living in healthy relationship with God and His creation.”

 

SUMMARY
This position coordinates all aspects of Government Grants and Commodity Management.  In the area of Commodity Management, this position will process and monitor all aspects of call forwards, freight, commodity surveys and payments in a timely manner.  In the area of Grants Management, this position will ensure a timely flow of grant documents, journals, donor approvals, reimbursement to partners and provide clear communication to all parties involved.  

 

 

Skills/Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned).

Key Result #1 – Coordinates Government Commodities, Freight and Surveys (35%)

  1. Prepares call forwards received from the fields and notifies Grant owner and Monetization Manager for approval and field for review.
  2. Amends call forwards as specified by the fields or USAID/USDA and notifies the Monetization Manager for approval.
  3. Makes sure the field has access to WBSCM and updates files with staff usernames and passwords as well as corresponds with USDA on issues related to WBSCM.
  4. Makes sure the appropriate field staff has access to Freight Forwarder Commodity Tracking Websites so they can track their cargo.
  5. Reviews and process Freight vouchers sent by Freight Forwarder and submits to the Monetization Manager for approval.
  6. Keeps track of Freight reimbursement and notifies the Field and the Freight Forwarder of transfers made.
  7. Follows up with USAID on any delayed Freight Reimbursement requests.
  8. Prepares and submits OFR Requests to USAID for an increase in funding and submits to the Monetization Manager for review and approval.
  9. Provides all Shipping documents to Accounting in a timely manner.
  10. Provides monthly shipping tracking reports to Monetization manager for review.
  11. Prepares and submits commodities and freight journals to FHUS and fields for processing.  Follows up with field and FHUS to ensure journals are recorded correctly.
  12. Reconcile commodities and freight quarterly and submit reconciliation report to Grants Manager and Monetization Manager.
  13. Coordinates with Global Commodity Resources department and ensures all GIK journals are correct and submitted to FHUS and corresponding fields in a timely manner.  Follow up with FHUS and fields to ensure journals have been recorded correctly.
  14. Prepare quarterly reconciliation for GIK and submit reconciliation report to Grants Manager and Monetization Manager.
  15. Submits Survey Reimbursement to USDA with prior approval of Regional Commodities Manager.
  16. Keeps track of Survey Reimbursements and provides all pertinent information to Accounting.  
  17. Assist the Monetization Manager in coordinating and monitoring the commodity pipeline from call forward to distribution in all of our government fields.
  18. Coordinates and Follows up with the field and USAID/USDA on any commodity losses and documentation needed.
  19. Maintains Commodity, Shipping, Survey and general correspondence related to commodities files up to date and ready for review at any time in coordination with Monetization Manager.
  20. As a primary contact for Freight and Surveys, replies to all e-mails from the fields within 48 hours.
  21. Notify Monetization Manager on any issues related to Commodities, Freight and Surveys.
  22. Communicates with Partners, Fields, USAID, USDA and Freight Forwarder as needed.
  23. Assists the Monetization Manager to keep the Commodities Manual up to date.
  24. Assists the Monetization Manager and Regional Commodities Manager as needed.


Key Result Area#2 – Coordinates Government Grants Management by preparing reports, charts and requested information as needed (35%).  

  1. Process and coordinates Grant documents whenever we get new grants or amendments and ensures the corresponding budget is included, gets them ready to sign and distributes to the corresponding grant owner, DC staff and field for comment within a day of receiving them.
  2. Keeps track of grants received by donor.
  3. Assists each grant owner to keep Grant binders and Government Finance sites related to grants in order and up to date.
  4. Assists the grants owner and the DC Team on grant proposals that are due.
  5. Distributes reports to the team, DC and field staff as needed.
  6. Prepares and maintains monthly drawdown request and back-up files and Government Finance site.
  7. Prepare monthly drawdowns and submit to Grants Manager for review and approval.  
  8. Prepare drawdown journals for all donors and submit to Grants Manager for review and approval.  
  9. Upload journals to Sun-systems for approval and posting by Director of Finance.
  10. Prepare and submit drawdown journals for FHA when funds are received and processed in weekly transfer
  11. Prepares and maintains the weekly drawdown report.
  12. Follows up and ensures all drawdown requests have been paid and sent out by Accounting in a timely manner.
  13. Maintains the “Letter of Credit” worksheet and reconciles for all government and non-government grants.
  14. Maintains SF 425 files and RPD site up-to-date.
  15. Distributes SF 425 to donors, GSC finance, RPD and field staff.
  16. Maintains the SF 425 file and GRP site up-to-date.
  17. Assists the Grants Manager as needed.


Key Result Area#3 – General Support (30%)

  1. Sorts, processes and submits reimbursement requests (pre-approved by supervisor) from sub-recipients, Consultants, Vendors and Staff to Accounting.
  2. Coordinates with each Unit on MOU’s and documentation needed for Consultants and maintains binders with all up to date information.  
  3. Follows up and ensures all reimbursement and invoices have been paid and sent out by Accounting in a timely manner.
  4. Prepares and creates Searches and Reports in Sun-systems, in regards to pertinent departmental and grant financial information.
  5. Provides information requested by the Field Office, DC Office, Accounting Department and Director of Government Finance in a timely manner.
  6. Ensures the grants pipeline is kept up to date as well as any other key related information.
  7. Keeps Drop-box and/or H drive with latest Finance and Commodities information.  
  8. Notifies the corresponding RPD staff when a contract is due or needs to be renewed.
  9. Assist develop written procedures for the various areas of the department.
  10. Coordinates with GSC staff when RPD materials are requested (books, DVD’s, other) and ensures proper payment is made to corresponding account.
  11. Sets up meetings, trainings and seminars as needed.
  12. Works with other departments within the GSC to submit stories, grant updates and projects, photos and other info for private donors.
  13. Works with other members of the department on projects as needed.
  14. Assists the Director of Government Finance as needed


QUALIFICATIONS  To perform this job successfully, an individual must be able to perform each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Commitment to the mission and vision of Food for the Hungry
  • Has a personal relationship with Jesus Christ.  Is a consistent witness for Jesus Christ, maintains a courteous, Christ-like attitude in dealing with people within and outside of Food for the Hungry.
  • Accounting knowledge or equivalent experience.
  • Knowledge of organizational policies
  • Proficient in Microsoft Office Suite
  • Excellent written and oral communication skills.
  • Highly organized and detail oriented
  • Proficient in grammar usage, and proofreading
  • Ability to travel (domestically and internationally) up to 5% a year
  • Ability to multi task.
  • Ability to sit for long periods of time with repetitive hand movements (typing, data entry)



EDUCATION and/or EXPERIENCE
Bachelor's degree (B.A) from four-year College or university; or two years related experience and/or training; or equivalent combination of education and experience.  

Supervisory Responsibilities:
None

LANGUAGE SKILLS Ability to read, analyze, and interpret contracts, accounting procedures, and government regulations. Ability to communicate effectively with field staff and Government Donors such as USAID, USDA and USDS.  

Bilingual a plus, Spanish or French preferred.
 

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