Program Finance & Operations Administrator

  • Posted on 12 October 2020

Job Description

The Program Finance & Operations Administrator backstops operational and administrative activities for projects in PRB’s International Programs, U.S. Programs, and Communications departments. S/he will work closely with financial and administrative staff, program staff, consultants, grantees, and vendors to successfully implement a diverse portfolio of projects funded by public and private donors. This position, which reports to a Program Finance & Operations Manager, is ideal for a candidate who wishes to advance their operations, compliance, financial, and program support skills and responsibilities while gaining broad exposure to organizational management and administration.


Provide procurement and subaward support to assigned projects, ensuring compliance with award conditions and PRB policies. This includes:

  • Procurement. Process vendor/consultant procurements based on staff requests and in accordance with the procurement policy. Review documentation, conduct due diligence, prepare agreements and route them for signatures, and brief counterparties and PRB staff on compliance requirements. Support contract closeout. Keep records complete and audit-ready in shared files and in Salesforce.
  • Subawards. Support processing of subawards. Responsibilities depend on experience and skill but may include: Request budget and documentation from subawardees. Draft risk assessments and other due diligence. Prepare subawards. Brief subawardees on terms and conditions, with special emphasis on invoicing and compliance requirements. Coach subawardees and help build capacity in financial reporting where needed. Support proper closeout. Keep records complete and audit-ready in shared files and in Salesforce.
  • Payments. Review and process individual invoices and expense reports from consultants, grantees, and vendors, ensuring adherence to PRB policies.

Support program finance and operations across all projects in PRB’s portfolio. This includes:

  • Invoicing and reporting. Prepare financial reports and invoices for assigned awards. Update Accounts Receivable schedule and follow -up in cases of late payment. Support other donor reporting including representations & certifications, subcontracting reports, and vendor questionnaires.
  • Field offices. Review and process monthly field account reconciliations, cash forecasts, and cash requests. Support field office registrations.
  • Budget support. Assist program staff with budgeting and tracking budgets. Maintain budgets in the accounting system. Depending on skillset, support Activity Managers in the use of Power BI and Excel-based budget tracking tools and help troubleshoot issues.
  • Systems. Set up new projects and tasks in PRB systems. Help ensure PRB award and procurement records are audit- ready.

Other responsibilities include:

  • Cost proposal support. Contribute to business development activities, including budgeting/pricing, compiling proposal forms, and performing opportunity research.
  • Knowledge management. Support maintenance of Program Finance SOPs, developing or revising specific SOPs where needed. Support maintenance of process guidance and templates shared with program staff and address questions.
  • Other. Other duties/special projects as assigned.


  • Bachelor’s or comparable undergraduate degree in business administration, international business and law, finance, or related field preferred.
  • 3 years (5 years without undergraduate degree) of experience in program finance or operations including procurement, financial reporting, and/or administrative management of grants or contracts, preferably for Federal funders or clients.
  • Experience developing price proposals and budgets for Federal cooperative agreements, grants, or contracts is a strong plus.
  • Knowledge of USAID grant regulations, especially 2 CFR 200 and Federal Travel Regulations. Familiarity with FAR, AIDAR, or other funders’ regulations is a plus.
  • Proficiency in Microsoft Office 365 with a particular emphasis on Excel. Experience with Power BI and Salesforce are a plus.
  • Strong written and verbal communication skills.
  • Demonstrated initiative, independence, and ability and willingness to learn.
  • Ability to prioritize work and complete tasks with high attention to detail under tight deadlines.
  • Ability to work remotely.
  • Must be legally eligible to work in the US.

About the Organization

The Population Reference Bureau informs people around the world about population, health, and the environment, and empowers them to use that information to advance the well-being of current and future generations. Inform. PRB analyzes complex demographic data and research to provide the most objective, accurate, and up-to-date population information in a format that is easily understood by advocates, journalists, and decision makers alike. Empower. Our commitment to putting information into action sets us apart. PRB builds coalitions and conducts workshops around the world to give our key audiences the tools they need to understand and communicate effectively about population issues. Advance. PRB works to ensure that policymakers in developing countries and in the United States rely on sound evidence, rather than anecdotal or outdated information, when creating population, health, and environmental policies.

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