Program Finance & Operations Manager

  • Posted on 25 August 2020
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Job Description

Program Finance & Operations Manager

The Program Finance & Operations Manager manages operational and administrative activities on projects in PRB’s International Programs, U.S. Programs, and Communications departments. S/he works closely with financial and administrative staff at PRB, headquarters, and field program staff, consultants, grantees, and vendors to successfully implement a diverse portfolio of projects funded by public and private donors. This position reports to the Program Finance & Operations Director.


Backstop assigned projects within PRB’s program portfolio, which includes grants and contracts funded by the U.S. Government, private foundations, and other entities. Associated responsibilities include:

  • Startup and closeout. Organize and guide handover from business development to implementation. Review award and budget with Project Director to ensure awareness of key terms. Ensure proper closeout of awards, including disposition, final financial reporting, etc.
  • Compliance support. Guide program staff in addressing compliance questions and identify potential compliance issues proactively.
  • Budget support. Support and coach Activity Managers in developing, adjusting, and tracking program year budgets. Train Activity Managers in the use of Power BI and PRB budget tracking tools and help troubleshoot any issues. Maintain budgets in the accounting system.
  • Financial oversight. Ensure spending is in accordance with award budget and projections. Monitor labor charges. Interface with funders regarding approvals for budget deviations, obligation increases, etc. Prepare cost accruals at the end of the month. Maintain project and task codes in accounting system.
  • Financial reporting. Prepare and submit financial reports and invoices per funder requirements. Update Accounts Receivable schedule and follow up in cases of non-timely payment.
  • Deliverable oversight. Ensure all award/contract deliverables are submitted in timely manner and saved in PRB shared files and Salesforce.
  • Audit. Ensure project records are complete and audit ready. Prepare and provide reports in support of annual audits.

Manage PRB’s Multiple Award Schedule (MAS) with the General Services Administration with the support of an external vendor. This includes:

  • Modifications. Review, process, and request modifications, for example annual economic price adjustments or changes to labor categories.
  • Assessments and audit. Prepare for and lead PRB’s participation in contractor assessments (annual) and end-of-term assessments. Ensure records are complete and audit ready.
  • Reporting. Prepare and submit all reporting including industrial funding fee payments, subcontracting reports, and CPAR responses.

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

  • Subawards. Process subawards based on staff requests. Request budget and documentation from subawardees. Perform risk assessments and other due diligence. Review budgets and work with subawardees and PRB agreement owners to finalize. Prepare subawards. Seek any funder approvals if needed. 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. Ensure effective subaward monitoring by program staff and monitor advance balances. Ensure proper closeout. Keep records complete and audit-ready in shared files and in Salesforce.
  • Procurements. 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. Monitor status of active procurements, oversee payment processing, and follow up with agreement owners on potential issues such as large advance balances. Ensure proper closeout. Keep records complete and audit-ready in shared files and in Salesforce.
  • Large procurements. Manage and coordinate individual large procurements including preparing Request for Proposals (RFP), public posting, convening review committees, compiling scoring matrices, etc.

Other responsibilities include:

  • Cost proposal support. Lead the development of individual cost proposals, ensuring compliance with the funding agency’s pricing requirements and presentation formats. Develop budgets, budget notes, representations, and certifications.
  • Knowledge management. Support maintenance of Program Finance SOPs, developing 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 degree in accounting, business administration, international business and law, finance, or related field.
  • 5 years of experience in operations, procurement, financial, and 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.
  • 2 years of experience supporting and maintaining General Services Administration schedules (e.g. MOBIS, PSS, MAS) with demonstrated understanding of related concepts (e.g. MFC)
  • Knowledge of USAID grant-related regulations, especially 2 CFR 200 and Federal Travel Regulations. Familiarity with FAR, AIDAR, and DFID Standard Terms and Conditions is a plus.
  • Proficiency in Microsoft Office 365 with a particular emphasis on Excel. Experience with Power BI, Salesforce, and Business Central are a plus.
  • Strong written and verbal communication skills.
  • Excellent organizational skills and ability to independently deliver on multiple priorities with 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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