Administration and Finance Assistant

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Join Our Team as an Administrative and Finance Assistant – Support the team that will Drive Change with Climate-Smart Agriculture in Puerto Rico!

SCOPE AND PURPOSE:

The USDA’s Natural Resources Conservation Service (NRCS) Partnerships for Climate Smart Commodities (PCSC) program has granted NCBA CLUSA a four-year agreement to oversee a groundbreaking project in Puerto Rico known as Café del Futuro. At the helm of this initiative, NCBA CLUSA is collaborating with a consortium of cooperatives, producer organizations, and minority-serving institutions. Together, they aim to offer technical and financial support to 2,000 historically underserved Puerto Rican producers, encouraging them to voluntarily embrace climate-smart agriculture and forestry (CSAF) practices that align with NRCS standards. These practices are geared toward the production of climate-smart commodities (CSCs), primarily focusing on Rust/Climate Change Resistant varietals of arabica coffee, as well as the cultivation of shade and hardwood on 10,000 acres of farmland.

The Administration and Finance Assistant (AFA) will be responsible for handling finance and administration for the project and will perform monthly field finance reviews, prepare field reports, and work closely with the D.C. Office’s Financial Analyst to address issues and risks. The AFA will prepare cash forecasts to request funds from D.C., perform budget monitoring and other data and spending analyses. This individual will review subcontractors’ invoices, work closely with respective subcontractors and the NCBA CLUSA Accounting Department to resolve issues and risks associated with questioned costs in a timely manner. The AFA will also ensure that relevant reconciliation, financial reports, and audits are completed accurately, on time, and submitted as required.

ESSENTIAL AREAS OF RESPONSIBILITIES:

 Financial Reporting and Analysis

• Maintains NCBA CLUSA QuickBooks accounting system and prepare monthly financial reports for all interventions; submit monthly financial reports to NCBA CLUSA Headquarters finance team.
• Maintains accurate records of expenditures to monitor the financial status of activities across projects, where applicable.
• Maintains current knowledge of Puerto Rico government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.
• Maintains monthly voucher uploads to HQ financial website and voucher storage in field office.
• Maintains inventory management in the field office.

Treasury and Receivable Management

• Completes monthly cash requests for the activity.
• Maintains updated file of bank signatories with related correspondence with banks.
• Ensures relevant credit and debit, deposit slips and related documents are received from the banks promptly and attached to the relevant vouchers weekly, as needed.
• Maintains complete files for bank instruction letters and wires.
• Reviews and registers daily transactions, staff expense and liquidation reports as well as other periodic financial reports.
• Reviews travel advances at payment request stage to make sure no employee with unliquidated advances in any other receivable accounts is given another advance.

Audit

• Adequately and promptly prepares documentation for internal or external auditors as needed; assists auditors in facilitating their work and ensures audit recommendations are addressed in a timely manner.

 Administration and Procurement

 Ensures procurements comply with local financial requirements as well as NCBA CLUSA and donor policies.

 OTHER RESPONSIBILITIES:

• Assists the Project Director and the Grants and Procurement Manager to ensure financial management and reporting practices comply with NCBA CLUSA and donor policies and procedures.
• Coordinates personnel-related matters i.e., leave, medical, and all staff benefits.
• Makes logistical arrangements for staff, consultants, and occasional volunteers (transportation, lodging, etc.)
• Executes logistical tasks for all project activities ensuring compliance with NCBA CLUSA and donor policies and procedures.

QUALIFICATIONS:

To perform this job successfully the individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or abilities required.  Reasonable accommodation may be made to enable individuals with disabilities to perform essential duties.

EDUCATION, SKILLS AND EXPERIENCE:

• Bachelor’s or equivalent degree required with minimum of three years’ experience in accounting, administration, logistics and a strong understanding and practical experience in accounting and financial reporting.
• Experience in financial and administrative management is required, preferably for USAID-funded projects. USG Rules and Regulations certification preferred.
• Able to demonstrate good interpersonal relationships and teamwork with staff.
• Strong organizational skills and the ability to address multiple issues and coordinate multiple initiatives with appropriate prioritization; and meet strict deadlines under pressure.
• Intermediate to Advanced-level proficiency using MS Windows and MS Office including Excel, Word, PowerPoint, and Web Conferencing Applications, and knowledge of QuickBooks or other similar accounting software packages required.

LANGUAGE SKILLS:

Native fluency in speaking and writing Spanish is required and working proficiency in English is preferred.

TRAVEL:

Travel required to project sites 10% of the time.

Why Join Us:

This is more than a job; it’s a chance to contribute to a project that will redefine Puerto Rico’s agricultural landscape. You’ll work alongside passionate professionals, fostering relationships with vendors, shaping policies, and driving meaningful change.

Starting Compensation: $17.31/hour