Director for Finance & Administration
Smithsonian Institution
Panama City, Panama
hace 3 días

Position Details

Job Number : 13 2022 Category : Administration Title : Director for Finance & Administration Date Posted : 06-15-2022 17 : 42 PM Description :

You will be responsible for :

  • Supervises and directs day-to-day functions of finance, accounting, procurement, and administration staff. Plans and coordinates work to be accomplished;
  • and prioritizes assignments and work projects to ensure that deadlines are met; and issues policy guidance. Provides advice and assistance to employees on work when needed and explains difficult or unusual work requirements.

    Monitors work in progress, reviews completed work, and recommends personnel actions. Establishes performance standards, evaluates work performance, and provides advice and counsel to staff regarding work performance.

    Identifies the developmental and training needs of employees and makes recommendations for approval of training. Effects disciplinary measures and recommends action in more serious cases.

  • Ensures appropriate coordination and integration of diverse financial and administrative support activities to accomplish program goals and objectives.
  • Develops and maintains an integrated Institutional accounting and financial
  • management systems and processes, including financial reporting and internal controls.

  • Manages all office funds consistent with sound financial management and Smithsonian policies and procedures consistent with Panamanian and U.
  • S. Federal laws and regulations, and SI policies.

  • Operates within allotted budget and ensures that control systems are established to monitor expenses. Monitors the financial execution of the Institutional budget in relation to actual expenditures.
  • Prepares and submits to the Director timely performance reports for decision making.

  • Monitors and analyzes all financial operations to identify problems in meeting cash flow requirements. Develop effective contingency plans under severe budget restrictions.
  • Ensures that cash management and banking system procedures and policies are effective and efficient. Manages daily cash flows and develops a reliable cash flow projection process and reporting mechanism that will allow for the investment of "excess" working capital.

    Manages all STRI banking relationships.

  • Advises the Director on budgets for the individual divisions / offices / departments and funds, in collaboration with other members of the STRI leadership team.
  • Oversees, analyzes, and manages all STRI budgets to include execution and forecasting of funds, and presents financial reports and trend analyses to high-level constituents.
  • Prepares and presents budget information to the Director’s Office, leadership team, and other groups of interest. Represents the Institution before the different offices and departments throughout the Smithsonian Institution, and external stakeholders such as the Office of Management and Budget, and governmental offices in Panama, ie.
  • the Ministry of Economy and Finance, among others.

  • Drafts the OMB and Congressional budget submission for STRI, prepares narrative justifications and develops supporting documents, defends submissions, and responds to follow-up questions from Congressional and OMB staff.
  • Suggests appropriate funding strategies for both federal and trust budget increases. Prepares briefing materials for the Director’s presentation to OMB or Congress.

  • Oversee the STRI Procurement Office. Serves as principal advisor to the Deputy Director on all aspects of procurement programs including, but not limited to, travel services, procurement and acquisitions, training and oversight, personal property, real property, leases, purchase card program, facilities maintenance and operations procurement, supply and logistical functions, policy and procedures, and other related activities.
  • Supervises the development of proposed policy to establish and / or revise acquisition and procurement laws, rules, and regulations applicable to SI and STRI.

  • Provides leadership and direction for acquisitions of products and services, and prepares technical specifications, statements of work, acquisition plans, source selection plans, requirements initiatives, and other acquisition related documentation.
  • Reviews and advises staff on appropriate contracting and procurement processes, assuring their compliance with stated contracting methods.

  • Oversee the Office of Information Technology (OIT) Customer Service Support, Infrastructure, Systems and Applications . Provides technical direction and leadership in the analysis, design, development, maintenance, and enhancement of STRI’s information systems and the supporting IT infrastructure with an overall goal of supporting the scientific and operational mission of the Institute.
  • Develops IT management policies, procedures, technical standards, and identifies and selects supporting tools; defines and documents standard processes supporting the system development life cycle management activities following industry best practices.

  • Oversee the STRI Office of Sponsored Projects (OSP). Works with Smithsonian Office of Sponsored Projects to ensure the proper submission, execution, administration, and financial management of externally funded projects, including performance measurement, analysis, and reporting.
  • Directs, manages, and provides policy guidance and oversight of STRI’s financial management organization and processes. Research, develops, and recommends changes in policies and procedures to Director’s Office and establishes policies and procedures for managerial evaluation of internal management controls to provide reasonable assurance that Institution resources are protected against fraud, waste, mismanagement, and misappropriation.
  • Communicate a long-term vision, balance short- and long-term goals, and lead his / her staff to meet overall goals and strategic plan.

  • Ensures that significant risk exposures are identified and defined, and appropriate loss prevention, loss control, risk reduction and risk financing strategies are designed and implemented.
  • Purchases appropriate insurance as needed. Creates awareness of good risk management practices and works with Sl units to include risk control in operating procedures.

    Maintains claims management system.

  • Maintains effective internal controls and responds on a timely basis to audit recommendations ensuring that open audit recommendations are closed in a timely manner;
  • ensures that there is a constructive dialogue maintained between the Office of the Inspector General and the Office of Finance and Accounting;
  • and monitors, evaluates, and revises work processes to ensure organizational requirements and objectives are continually being met through a quality and customer service focus.

  • Supports the Institute’s equal employment and diversity policies and activities and ensures the support of such policies.
  • Makes oral and written reports and presentations and relates findings and recommendations.
  • To be successful in this role, you should meet the following requirements

  • Master’s degree in Finance, Business Administration, or related areas.
  • Minimum of 7 year’s proven work experience equivalent to a Controller / Comptroller or Chief Financial Officer, preferably in a nonprofit organization.
  • Excellent knowledge of data analysis, risk management and forecasting methods.
  • Proficiency with timely filing legal and regulatory documents and monitoring compliance with laws and regulations.
  • Familiarity with Panamanian laws and United States laws and regulations regarding finance, accounting, procurement, and IT.
  • Ability to analyze capital markets, economic conditions and tends, accounting statistics and other data to determine optimal financing strategies.
  • Knowledge of financial and accounting theory, its tools and techniques and the principles of business management practices applicable to the full range of financial and accounting operations and transitions involved in general activities.
  • Knowledge financial statement reporting and analysis of financial institutions and non-bank affiliates.
  • Ability to select practices and theories and devise analytical techniques and methodologies to evaluate funding requirements, uses and cash flow for major projects.
  • Knowledge and ability to use a variety of PC software applications and other financial database applications.
  • Strong financial and accounting background, including an understanding of profit and loss, balance sheet and cash flow management, and general finance and budgeting.
  • Ability to communicate with and relate to a wide range of people fluently in both English and Spanish in a multicultural environment.
  • Complexity

    The incumbent must have demonstrated organizational skills and ability to manage a large organization budget and its financial complexity and be able to analyze different types of funds.

    Also, must knows the regulations and policies when managing federal and trust funds.

    Scope and Effect

    The purpose of the position is to facilitate STRI operation in both scientist and administrative wise and directs, manages, and provides policy guidance and oversight of the Institution’s financial management organization.

    Personal Contacts

    The incumbent has the responsibility of keeping maintaining day-to-day communication with STRI Deputy Director and the executive team, scientific staff, and other SI units.

    Purpose of Contacts

    Provide expert guidance within a specialty area. Such advice may involve actions that lead to transactions which have an impact within its functional area.

    Physical Demands

    The work is principally sedentary. Does not require physical demand except for visiting remote areas.

    Work Environment

    The work is performed in an office setting, adequately lighted, heated, and ventilated. Work is performed in an office environment at STRI facilities.

    The incumbent will occasionally visit different facilities and offices inside or outside the country.

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