Reporting to the Director of Financial Management, the Associate Director provides first-level day-to-day supervisory direction to New York-based accounting staff and support for procurements, accounts payable, and subawards. Provides first-level: financial review and oversight from the New York headquarters office for a portfolio of country offices in which ICAP operates. Supervises the preparation and review of the journal entries to record payroll and transaction data from the local country offices, advance requests (wires) to fund the country offices, and subaward and procurement vouchers in the Columbia University Accounting and Financial Reporting system for all countries within the portfolio of countries supported. Primarily manages the Accounting Manager, Accounting Supervisor and Cash Management Team Accountants as well as provide support, oversight and monitoring for all areas of Financial Management, including procurements, accounts payable and subawards, under the guidance of the Director of Financial Management.
Maintains and exercises primary approval authority within University :financial systems for ICAP expenses <$30,000, including petty cash, P-Card, and debit card program. (10%)
Provides direct day-to-day first level supervision to the Accounting Manager, Accounting Supervisor, and the Cash Management Team. Conducts performance reviews, approves timesheets and interviews candidates for new roles within the Cash Management Team. Coordinates and provides career development and training of staff. (10%)
Oversees the financial management function including the monthly close; establishes and analyzes performance metrics, customer and staff feedback, and monitors service levels on a continual basis. Maintains relevant statistics relating to approval workflows for wire requests, journal entries, voucher packages, subaward packages and other finance deliverables. (10%)
Oversees the preliminary review of expenditure and wire packages prepared by the Cash Management Team, which includes ensuring that the supp01iing documentation is included in the packages and reviewing the calculations used to verify expenses, wire amounts and conversation rates are accurate and appropriate, as well as ensuring the accuracy, legitimacy, allowability and allocability of expenses as dictated by donor, Columbia University and ICAP guidelines adhering to ICAP's Standard Operating Procedures (SOPs). (10%)
Confirms that expenditures are allocated to the correct sponsored projects and budget code. Reviews transactions for proper approvals, supporting documentation and compliance with donor rules and regulations, and Columbia University accounting policies. (5%)
Reconciles and monitors expenditures against pre-approved budgets, alerting the Director and CFO of discrepancies. Liaises with program staff to correct discrepancies. (5%)
Supervises the preparation and analysis of payroll journal entries; liaises with and monitors country offices to ensure that the monthly updates to payroll are accurate and complete. (5%)
Liaises with country offices and other Finance Teams to respond to field inquiries and/or related issues, identifies and analyzes errors, and follows through to resolution. (5%)
Reviews the monthly and/or quarterly calculation of country office expense accruals, as well as the amortization of prepaid assets. Ensures that the calculations are prepared accurately, in accordance with generally accepted accounting principles, and reported on a timely basis to the Controller's office. (5%)
Plans and·oversees all year-end close processes and activities of the accounting team. Ensures that all deliverables and reporting requirements are completed accurately and on a timely basis, as mandated by MSPH and Columbia University Controllers. (5%)
Responsible for coordination of audit and compliance review requests, including, but not limited to, the annual financial statement audit, Uniform Guidance audit, Columbia University Internal Audits, and MSPH Compliance Reviews. (5%)
Supervises and oversees the Accounting Manager in the implementation, upgrade and maintenance of new financial systems, including QuickBooks, for the country offices, as well as the resolution of QuickBooks systems issues and the development and provision of guidance and training to users. (5%)
Trains finance team on ICAP policy, procedures and CU system. Assist with training of in-country accounting teams on ICAP policies and procedures, Standard Operating Procedures (SOPs), University and donor requirements, and software of a specialized nature, including QuickBooks (5%)
Manages projects of a specialized nature or other specialized financial reporting, as mandated by business needs, audits or other compliance reviews. (5%)
Represents the team at cross-functional meetings, external meetings; performs other related duties as assigned. (5%)
Performs related duties & responsibilities as assigned/requested. (5%)
Bachelor's degree in Accounting or Finance or equivalent in education and experience.
Professional certification - Certified Public Accountant ("CPA") or Masters of Business Administration ("MBA")
Five plus years of experience in accounting and auditing, preferably within a complex international operating environment
Demonstrated supervisory experience
Strong analytical and organizational skills
Strong interpersonal skills in order to deal effectively with varied internal and external clients
Demonstrated experience working independently and in a team environment
Results oriented, with excellent customer service and problem solving skills
Proficiency with Microsoft Office Suite (e.g., Excel, Word, Outlook, PowerPoint)
Seven (7) years of experience in accounting and auditing, preferably within a complex international operating environment
Demonstrated experience working in a fast paced environment, coupled with experience with international protocols, non-profit organizations or academic institutions is highly desirable
Broad exposure to and experience working with financial spreadsheets, accounting and financial management software
Knowledge of U.S. Government Rules and Regulations on Reporting and Expenses
May require 1-2 local or international trips per year
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 504576
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.
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