Location: This position is usually located in our headquarters in New York City, but is remote while offices remain closed due to the COVID-19 pandemic.
Classification: Full-time 40 hours per week | Exempt
Work Authorization: Applicants must be authorized to work in the United States.
For more than 30 years, Physicians for Human Rights (PHR) has used science and medicine to document and call attention to mass atrocities and severe human rights violations. We investigate and document abuses, give voice to survivors and witnesses, and plant seeds of reconciliation by ensuring that perpetrators can be held accountable for their crimes. PHR uses our core disciplines – science, medicine, forensics, and public health – to inform our research and investigations and to strengthen the skills of frontline human rights defenders. We work closely with hundreds of partners around the world, using facts to wage effective advocacy and campaigning and providing critical scientific evidence so that survivors can seek justice.
PHR, which shared in the 1997 Nobel Peace Prize for our work to end the scourge of landmines, is poised for even greater growth and impact. As part of that strategy, we are seeking committed activists with a passion for human rights.
The grants manager will be a key resource to senior staff, responsible for monitoring programmatic and financial grant/funder commitments, and related reporting; aid in general financial forecasting and modeling; and institute best practices in these areas.
The grants manager is responsible for monitoring all budgets, grants planning and allocations, and grant budget to actual reconciliations. The manager can take complex information and financial data and synthesize it for both finance and non-finance audiences. In addition, the manager works accurately on details while considering and appreciating the bigger picture. The manager will review and cross-check work to ensure accuracy while managing multiple tasks and meeting firm deadlines. The ideal candidate enjoys building complex financial solutions to meet data tracking and monitoring needs and aiding senior management in informed decision-making.
Reports to: Director of Finance
- Assist with PHR’s annual organizational budget development process and track the budget in the accounting system.
- Forecast the organizational budget based on actual expenses and up-to-date projected costs.
- In partnership with development and program staff, develop financial budgets for grant proposals for a variety of funders including private foundations, government, and corporate grants, for final approval by the Director of Finance.
- Develop and maintain a detailed system for financial accounting and reporting of expenditures in compliance with grant and project requirements and deadlines; when necessary, propose budget re-alignments.
- Lead the grant to kick off meetings for newly awarded grants; prepare and disseminate necessary materials for the call.
- Review grants and ensure that appropriate staff is familiar with all relevant contractual requirements to ensure compliance; help program staff monitor their spending progress to ensure funds are spent on time, and by grant agreements and deadlines; report any significant variances with supporting analysis to the Director of Finance promptly.
- Prepare and disseminate monthly grant budget versus actual (BvA) reports to program budget owners, with analysis notes necessary to help the program better understand the grant’s spending performance vs plan and determine action steps.
- Review and approve monthly credit card transactions and select monthly expense reports, to ensure proper coding and compliance via Concur.
- Participate in the monthly financial closing process to ensure correct coding in the accounting system.
- Maintain the staff salary allocations and ensure proper recording in the accounting system.
- Review vendor requisitions to ensure alignment with grant budgets and compliance with contractual requirements.
- Review travel/meeting/conference budgets before events to ensure cost containment and compliance with grant agreements; elevate any concerns to the Director of Finance as appropriate.
- Review and with the Director of Finance’s oversight, allocate consultant expenditures to the appropriate funding source(s) before engagement.
- Maintain complete, accurate, electronic consultant and grant contract databases; maintain hard copies when necessary.
- Track grants denominated in foreign currency for available funding due to fluctuations in foreign exchange rates.
- Ensure that federal grant budgets align with the Negotiated Indirect Cost Rate Agreement (NICRA) rate and comply with federal guidelines and restrictions.
- Aid in annual outside audit preparation and when applicable, A133 audit participation/readiness.
- Support Director of Finance with workflow and process improvements in grants management and other finance functions.
- Perform other tasks as assigned.
Qualifications and Skills
- Bachelor’s degree in Accounting, Finance, or a related field, or satisfactory equivalent of education and/or experience.
- Minimum five years progressive experience in grants and/or budget management and financial analysis in a non-profit setting.
- Knowledge of financial reporting software, and experience with MIP Abila, Sage Intacct, Bill.com and Concur preferred.
- Experienced computer user familiar with Microsoft Office applications; advanced Excel skills mandatory.
- Experience with US State Department grants and foreign government grants highly desired.
- Self-starter who shows initiative and is skilled in anticipating needs and potential issues.
- Outstanding financial management and analytical skills.
- Creative with the ability to develop systems to manage multi-year grants across multiple funders and programs.
- Mature, adaptable, resourceful, and detail-oriented with the ability to work both independently and as a member of a team.
- A good sense of humor is a plus.
- Excellent interpersonal skills, including the ability to work with staff at all levels, and represent the organization tactfully and diplomatically.
- Able to plan efficiently, organize, and manage complex multiple projects simultaneously with limited supervision or direction, while meeting deadlines.
- Commitment to administrative financial protocols, policies, and confidentiality.
- A commitment to human rights is essential.
Salary and Benefits
PHR offers competitive compensation, with options for medical, dental, disability, and life insurance, a retirement savings plan, and generous vacation. PHR observes the last week of the calendar year as an opportunity to refresh, with all offices closed.
How to Apply
Please combine your cover letter and resume as one pdf or a word document and send it to email@example.com. Indicate your “Last Name/First Name, Grants Manager” in the email subject line.
A complete application consists of:
- A thoughtful cover letter explaining why you are qualified for/interested in the Grants Manager position with PHR.
- Resume/curriculum vitae.
Only complete applications in the format requested sent to firstname.lastname@example.org will be considered.
Physicians for Human Rights is an equal opportunity employer. We recruit and hire without regard to race, national origin, religion, gender identity, sexual orientation, prior conviction, arrest history, disability, marital status, veteran status, or age.