Coordinator, Finance & Administration

Position Overview

RARE OVERVIEW

Rare inspires change so people and nature thrive. For over 45 years, across 60 countries, we have inspired and empowered millions of people and communities to shift their behaviors and practices to protect our shared planet. Rare’s organizational culture is results-oriented, entrepreneurial, and defined by our five core values: Courage to Take Risks, Commitment to Accountability, Mindset of Solutionology, Investments in People, and Spirit of Celebration.

POSITION OVERVIEW

Rare has an immediate need for a Finance & Administration Coordinator to support our programs in Brazil. Under the supervision of the Manager, Finance & Operations, the Coordinator, Finance & Administration provides operational support to the Brazil program, increasing the Brazil Office’s operational capacity.

ESSENTIAL FUNCTIONS

The Coordinator, Finance & Administration will be responsible for tasks in the following areas of significance:

Financial & Accountability Management

• Prepare weekly payments in consultation with all staff and submits payment schedules for approval and processing, through the accounting software.
• Ensure that the financial information related to the Brazil program is accurately reflected in the accounting system, carrying out account reconciliations and adjustments as required.
• Process staff advances, once approved by the relevant line managers.
• Prepare expense reports and documentation to support processing of monthly balance sheets by the local accounting firm.
• Maintain and manages all operational electronic filing supporting documentation.
• Support the monitoring of budgets, ensuring that program year-round expenditures are utilized based on the approved allocations and provide financial analysis and interpretation to management and project managers as required.
• Coordinate the annual audit of program financial records and ensures that all audit findings and observations are corrected and addressed after audit completion.
• Review monthly bank reconciliations, packages and financial information supporting the Arlington Finance team.
• Liaise with the local accounting firm regarding tax deductions of invoices to be paid.
• Provide and arrange training to ensure program staff are well-versed on financial matters.
• Process documentation related to new staff hiring such as medical exam and contract of employment, coordinating with Arlington and the local payroll firm.
• Process payroll payments and supervise local accounting firm activity regarding documentation and payment of all employment-related amounts under supervision.
• Oversee local recordkeeping and documentation related to recruitment, payroll, benefits, safety, training.

Office Management/Administration Management

• Manage physical office set up, maintenance and administration.
• Ensure that program office holds adequate insurance, and that staff and physical assets have a secure environment to operate.
• Assess program operations performance and take steps to address and remedy areas of concern.
• Coordinate local organizational structure efforts in operations ensuring roles, responsibilities and workflow are clear among the staff.
• Serve as field advocate by facilitating feedback between field staff and HQ regarding on policies and procedures.
• Support in information and communication for the team, in general administration.
• Assistance with information to facilitate budget control and support administrative and financial matters for the team.
• Maintain efficient use of program resources making sure that administrative services are provided in a timely and cost-effective way.
• Help coordinate shipping of equipment between the offices and HQ.
• Bring regional technology needs to attention of the IT department.
• Coordinate local “greening” efforts that make Rare a socially responsible and environmentally conscious employer.

Other Tasks

• Work in close collaboration with the Finance & Operations team, on the execution of all duties.
• Be the backup of the other F&O Coordinators tasks when required.
• Provide general support to the leaderships in the discharge of their duties.
• Other administrative, operational, or programmatic tasks as needed.

REQUIRED EXPERIENCE AND EDUCATION

• A minimum of 2-3 years’ experience in administrative support role, especially performing the tasks described for this role.
• Excellent communication skills in Portuguese (Native-Level) and English (Advanced).
• Command of MS Office package.
• Basic knowledge of IT-related issues.
• Strong problem-solving skills.
• Ability to manage changing priorities and competing deadlines to ensure high quality standards.
• Ability to work in a complex, fast paced environment and relate to local and global colleagues.
• Assertive and comfortable when talking with executives and individuals at all levels of an organization and the ability to provide persistent and tactful follow up.
• Bachelor’s degree in relevant field.

Rare is an equal-opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, gender, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic.