Finance (75%)

• Support budget managers for our 6 teams and 12+ project-based budgets to project spending, review actuals, and adjust as needed:
  • After receiving each monthly close package from our accountant, update all grant/activity reports for budget holders and answer questions as needed
  • Help continue to improve the Finance templates used for budget projection and actual spending review, to ensure clarity and inform action for budget managers
  • Ensure grant-based activities are cover their assigned costs and yield expected deliverables on time, on budget
  • Help managers of fee for service engagements, unrestricted grants, and sponsorships to meet commitments while maximizing margin
  • Support managers of self-funded activities to set and stay within max spending caps
• Coordinate our monthly and annual close process:
  • As system administrator of our time/expense software, Nexonia, follow up to ensure all staff timesheets and consultant invoices are received on time each month
  • Document and track all in-kind contributions made by data science volunteers and other pro bono partners
  • In addition to sharing these inputs with our accounting firm, flag any miscodes for them to revise per staff feedback
• Other financial tasks to keep revenue and expenses in alignment with our annual budget:
  • Compile and share out how much time each staff member is expected to spend on each activity, per the project-based budgets, and look for ways to improve accuracy and accountability in individuals’ time coding
  • Create invoices for donors/other payors and follow up to receive payment
  • Check invoices from consultants/other payees for alignment with the contract and approval from the supervising staff member, then submit for payment to our accounting firm
  • Create or review cost estimates for new proposed activities
  • Conduct trainings or update instructions, document standard operating procedures, etc.
  • Manage our operations@ email account where we receive requests for payment, sharing out miscellaneous requests with other staff, and prepare the monthly expense report for our Operations team credit card
  • Conduct or advise on purchasing to ensure we use our smile.amazon.com account and tax exempt classification

Compliance (25%)

• Act as go-to person for legal agreements.
  • Conduct the first round of review on draft agreements with nonprofit partners (services agreement, NDA, data licensing agreement), flagging concerns or proposed revisions to the Sr. Director, Operations for final approval
  • Draft agreements for new consultants and vendors, as requested; track the status of open agreements and amend as needed
  • Maintain agreement templates as well as training/documentation on how staff should use them; consult with pro bono legal counsel to update existing agreements, create new agreements, or resolve questions and concerns
• Ensure DataKind meets nonprofit requirements and best practices for compliance.
  • Coordinate steps necessary to complete our annual audit and state/federal tax filings and maintain our tax exemption status and charitable registrations
  • Manage DataKind’s commercial insurance, including working with our brokers to renew our four current plans (D&O, general liability, international liability, and cybersecurity)
  • Recommend improvements to DataKind practices, conduct trainings or update instructions, document standard operating procedures, etc.