Fiscal Officer

Fiscal Officer

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our Finance team is looking for a Fiscal Officer to provide daily oversight on how funds are spent and managed across the East-West Center. This oversight includes ensuring funds are budgeted; that they are spent according to fiscal policy; that funds are spent in alignment with the account purpose; that processes and controls are in place and maintained for budget transactions; that transactions are recorded and reported accurately; that accounts are reconciled on a consistent basis; and that either the expenditures conform with the budget or appropriate budget changes have been made to reflect a change in the original budget.

Major Duties: Budget and Finance

• Coordinates with program personnel, including Directors and Principal Investigators, to formulate appropriate budgets, forecast future resource requirements, and advise on budget status. Provides standard cost factors and other information needed to prepare budgets. Prepares budgets for projects and activities as requested. Reviews budget(s) for adherence to Center and government policies and procedures, financial sufficiency, consistency, and feasibility. Monitors budget performance throughout the applicable funding period and revises allocations as required for meeting ongoing program targets.
• Manages and maintains financial accounting system data including records maintenance and controls for all fund types.
• Reviews and approves fiscal documents for encumbrances and payment certifying accuracy, funding availability, and compliance with regulatory requirements. Advises staff of any possible adverse impacts regarding such commitments, offering alternative measures or suggestions for resolving such situations. Serves as purchasing authority within guidelines. Advises staff on purchasing matters.
• Participates in discussions with program personnel relative to budgeting, financial, and accounting management of appropriated funds and contracts and grants, as well as facilitates financial arrangements for upcoming activities. Draws up financial and budgetary aspects of contractual agreements. Drafts agreements, subcontracts, contracts and related amendments with organizations, institutions, or individuals attaching required elements based on prime contract or grant provisions. Reviews proposals and award instruments, including contracts, grants, subcontracts, and consultant agreements, to assure financial sufficiency and adequacy and for adherence to relevant policies and procedures. Ensures fund integrity by source and purpose. Develops appropriate systems to monitor expenditures of these funds and initiates corrective action when needed.
• Oversees accounting data pertaining to projects and grants, as well as other special analyses related to budget and financial programs.
• Recommends new policies and procedures, or revisions needed in current policies related to program budget and financial management. Coordinates with other budget and financial personnel in central administration on these matters. Plans for the implementation of new policies and procedures and/or revisions thereof.
• Develops periodic financial reports advising program staff on the status of funds, projected expenditures, or other financial management requirements. Advises Directors, Administrative Officers, and other staff regarding funding problems and initiates corrective action or recommends corrective action as appropriate.
• Performs other financial duties as assigned.

Contract and Grant Development and Management

• Provides guidance and assistance where needed in all phases of extramural funds, including, but not limited to, proposal preparation and submission, renewals, modifications, execution of the award, close-outs and post-award troubleshooting.
• As called upon, assists staff with the preparation of proposals. This may include analyzing formal RFPs and solicitation documents to plan fully compliant submissions. Formulating a budget based on a project narrative and/or discussions with staff to determine resource requirements for the project; designing a format to present budget information in a manner complementary to the narrative; assuring that the documents follow Center policies as well as the rules and regulations of the various funding agencies; preparation of a budget narrative to justify and illustrate relevance of proposed project costs.
• Coordinates grant submission and administrative review process with the Center's Grants Officer and EWC authorized representative; advises staff of compliance regarding indirect cost waivers as necessary; advises and assists with developing cost-share plans; tracks progress of proposal through the internal review process; advises on deadlines or time constraints as necessary; prepares or obtains transmittal letters; prepares certification and other forms as necessary, liaises with external funding agencies, contacting agency officials or their staff regarding status of proposals, to provide clarification or to facilitate issuance of the awards; participates in the negotiation process regarding items such as pre-award costs, loaded rates for labor, terms regarding financial reporting and cash-flow.
• Assists with the coordination and submission of formal contract and grant proposals to federal agencies on behalf of the Center, as well as a range of post-award functions, via various on-line systems such as SamsDomestic, National Science Foundation Fastlane, grants.gov, NSPIRES (NASA), NIHCommons, grants.online (NOAA), etc. Prepares varied business proposal elements and works with the principal investigators to formulate proposals compliant not only with federal and federal agency rules and regulations, but also in accordance with the procedures specific to these various systems.
• Provides guidance to staff on award actions such as renewals, modifications, change in Principal Investigator, no-cost extensions, etc.; contacts appropriate agency officials or their staff for formal alterations to awards, to discuss procedures and/or criteria necessary to implement changes; prescribes format and coordinates with staff to implement changes to awards in compliance with agency procedures and Center standards; drafts official correspondence or amendments on behalf of Principal Investigators.
• Develops financial reports related to contracts and grants for staff, and funding agencies, based on award requirements, with the exception of those awards with standard federal financial reporting. Works with principal investigators and other staff to assure compliance with award requirements such as reporting and cost-share goals, to obtain proper approvals for contract/grant modifications, including budget revisions and no-cost extensions, and to assure proper compliance for closeouts of contracts and grants.
• Contributes to the development of administrative policies and procedures as they relate to all aspects of contract and grant administration. Researches and interprets federal regulations and other funding agency contract and grant stipulations to ensure the Center's compliance, such as OMB Circulars governing cost principles and administrative requirements for non-profits, Code of Federal Regulations, and other-related regulations.

Administrative

• Liaises between programs regarding budgetary and financial matters pertinent to assigned program areas. Prepares program budgets and processes budget transfers. Reviews and processes appropriate administrative or financial documents and provide various management reports as needed or assigned.
• Reviews and/or authors contracts and other procurement documents to ensure compliance with Center policies and procedures and that documents contain appropriate terms and conditions regarding scope of services, indemnification, termination clauses, etc.
• Develops systems that enhance and/or improve budgetary processes and financial management procedures hindering the program's operational efficiency.
• Trains administrative staff on EWC fiscal policies and procedures and provides work leadership for support staff as needed. Serves as work leader for special related administrative tasks.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

Required Qualifications:

Education & Experience – A bachelor's degree in accounting, finance, business or public administration, economics, or related field; and at least four (4) years of fiscal/accounting experience performing progressively responsible accounting and budget analysis work that demonstrates the ability to perform the duties of the position; or a combination of post-high school education and directly related work experience totaling eight (8) years.

Communication – The incumbent must possess strong written and verbal communication skills and must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability – to organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to commit to diversity, equity, and inclusion; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to appropriately handle confidential information; to communicate effectively both verbally and in writing; and to function effectively as a work leader.

Knowledge – of office practices and procedures; of correct English grammar, punctuation, spelling, and word usage; and of office machines