Careers - PILnet

Finance and Operations Senior Manager: Hungary
Data Entry Consultant: New York

About PILnet

PILnet partners with legal professionals and civil society organizations (CSOs) globally to protect civic space, address global challenges, and work to build just, equitable and sustainable societies. PILnet does this by supporting civil society, engaging legal professionals and nurturing the next generation of legal professionals in three strategic priority areas: civic space, climate justice and refugees and people on the move. PILnet currently has offices in New York, Budapest and Hong Kong.

Finance and Operations Senior Manager

Reporting to the (co-)Executive Director(s) (ED), the job holder is a member of PILnet’s senior management team. The job holder oversees and supervises the overall PILnet financial operations, compliance, and the financial and operational aspects of grant and project administration of the organization. The job holder also oversees and leads development of, and implementation of relevant strategies, policies and procedures in the area of finance, operations and HR (including procurement, external providers and consultants).

The job holder is responsible for contributing to the PILnet’s long-term fiscal health and sustainability by creation of the annual organization budget and adequate policies to monitor financial performance and effective allocation of resources.

The job holder oversees accounting operations, produces accurate reports on the allocation of financial resources, and improves or changes current practices to increase efficiency and accountability. The job holder supervises and manages the Finance and Operation team, and is responsible for developing, setting and managing relevant organizational policies and liaising with external legal, audit and accounting providers.

Key responsibilities

The job holder applies their technical skills, education, experience and leadership of their team to:

People Management

Supervise, manage and provide ongoing leadership and support to PILnet finance and operations team located across different time-zones.
Cultivate a human resources structure of the finance and operations team that supports development of professional skills and development, recruiting and retaining talented and diverse staff who deliver consistently high performance.
Manage and oversee allocation of finance and operations team’s staff time to the relevant tasks.
Conduct Finance and Development team meetings to discuss regular internal financial reports and any financial issues.
Set a standard of excellence in financial supervision and guidance of subordinates through personal example, and support the resolution of personnel conflicts and individual performance issues.
Delegate, supervise and manage provision of operational support for PILnet staff and grant supported participants, when applicable through liaising with external vendors.
Take part in staff and consultant recruitment as requested by ED.

Overall Financial Management

Regularly tracks financial performance, and oversees internal financial adjustments as necessary.
Lead the organization in developing clear financial performance objectives linked to PILnet’s programmatic priorities, annual plans and strategic goals; oversees measurement and evaluation of financial results in collaboration with peer members of senior management.
Ensure accuracy, integrity and timeliness of organizational-level, entity-level and project-level financial information.
Set up relevant and accurate processes, and conduct regular and consistent monitoring and reporting.
Design, prepare and maintain regularly updated internal monthly financial reports, cashflow charts, and the actual financial status across the organization.
Analyze, maintain and manage cash flow and assets in different currencies and maturities across PILnet’s affiliated entities, projects and bank accounts.
Based on instructions from and in liaison with the ED leads the preparation of the draft annual organizational budget, and presents the budget to and for approval by the board. Support ED in any revisions of the annual organizational budget.
Liaise with PILnet’s Board(s) and its Finance Committee and Audit Committee, and auditor(s) to prepare the annual organizational audit (multiple financial entities in multiple jurisdictions) and relevant filings to the authorities.
Liaise with PILnet’s Board Finance Committee and conduct the regular Committee meetings;
Assure that adequate procedures are in place, and supervise and assure that the finance and operation team timely processes and reconciles payment of vendors, contractors and payroll and other obligations.
Managing and Supervising all PILnet accounts, ensuring all supporting documentation required for payments have been received, prior to payment.
Managing accounts and grants receivable including processing invoices, preparing cash requests and processing payment requests for grants, preparing and making deposits;
Managing cash accounts including monthly bank, debit card and credit card reconciliations
Assure that adequate procedures are in place for procurement and collection of bids in line with financial procedures and policies, support finance staff and program staff in following the relevant policies.
Inform ED of all financial developments of major significance (particularly adverse developments or risks) and ensure that the ED is made aware of all matters requiring a ED or board decision.

Financial Grants, Project and Events Management

Liaise with program and development colleagues in preparing grant proposals by assuring all costs and expenditures are properly budgeted.
Lead financial and budget planning for projects and events, including ongoing monitoring of projects’ and events’ budgets execution, and review of supporting documents for donor financial reporting.
Lead preparation of financial reports to donors.
Control and supervise procurements, invoices, contracts related to projects, events and grants.

Compliance and Operations Management

Maintain a schedule of internal organizational policies and procedures, and their regular updating and staff training.
Monitor and identify compliance, and operational risks and propose a path to manage these in liaison with external providers, including pro bono legal counsel where applicable.
Identify new ways to enhance PILnet’s financial and operational performance and improve its effectiveness and to maintain effective and efficient operational systems and procedures.
Inform ED of all operational or compliance developments of major significance (particularly adverse developments or risks) and ensure that the ED is made aware of all matters requiring a ED or board decision.
Oversee preparation of a public benefit report on behalf of PILnet Foundation in Hungary.

Experience and Skills

Essential

At least 5-year professional experience in a similar position
Fluent written and verbal skills in both English and Hungarian.
Experience in financial management, budgeting and reporting in the civil sector.
Familiar with requirements and able to comply with government donor funding requirements (EU, US AID or DRL, or similar).
Ability to work in a team but also use your own initiative, executive presence.
Entrepreneurial, creative and opportunity-driven mindset
Excellent ability to multitask, work well under pressure whilst maintaining a professional approach, meeting set deadlines while managing competing priorities
Commitment with working with a value-based organization.
Personal integrity and an ability to maintain the confidentiality of information
Excellent communication and organizational skills, including experience with prioritizing tasks
Flexibility and the ability to work in a multicultural environment across several languages time-zones and cultures
Experience in MS Office, strong knowledge of Excel in particular.
Experience with Quickbooks.
Proficient in Google Apps (Gmail, Google Drive, Docs, Spreadsheets);

Desirable

Completed studies in accounting, finance, business, economics or administration or experience in the role.
Experience in working for an international civil society organization
Strong interest in access-to-justice issues, public interest law, civil society and human rights is a plus

Working conditions

The job holder will be based in the PILnet Europe Office in Budapest, Hungary. The job holder is required to maintain the pace of work which may at times be high, and will need to manage several tasks simultaneously. The post will be full time 5 days (40 hours) a week. After an initial 3 months probationary period, an indefinite employment contract (under Hungarian labor law with PILnet Foundation in Hungary) is foreseen. A hybrid arrangement of working from home and from the office is also possible.

The job will involve some travel, essential to the implementation of PILnet’s activities; it is not expected to be more than 10 days per year cumulatively. You should have, or be able to obtain permission to live and work in Hungary.

Salary: Gross 800.000 – 1.200.000 Hungarian Forint / month depending on experience

How to Apply

To apply, please send your CV and cover letter detailing why you are interested in this position and how you meet the job qualifications to [email protected] with ‘Finance and Operations Senior Manager as the subject line. Additionally, fill out this application questionnaire. Applications without both steps completed will not be reviewed.

Applications will be reviewed as received, and candidates interviewed on a rolling basis until the position is filled. The first review of candidates is planned for March 6. Only applicants shortlisted for interviews will be contacted. Informal inquiries can be made by contacting PILnet’s Co-Executive Directors at [email protected] or [email protected]

PILnet is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at PILnet are based on business needs, job requirements and individual qualifications and merit, without regard to race, color, religion or belief, sex, sexual orientation, gender identity, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. PILnet will not tolerate discrimination or harassment based on any of these characteristics. PILnet encourages applicants of all ages and backgrounds.

If you send us your application, PILnet will collect and store your resume and contact details. We process this data for recruitment purposes only. We are storing this data in the PILnet’s internal system, which may store data also in the U.S and is fully compliant with EU data protection laws, and we will not share it with anyone else. We would like to keep this data until our open role is filled. We can not estimate the exact time period, but we will consider this period over when a candidate accepts our job offer for the position for which we are considering you. When that period is over, but latest by December 2023, we will either delete your data or inform you that we will keep it in our database for future roles.

Here’s a link to our privacy policy. In this policy, you will find information about our compliance with GDPR (data protection law.) You can find how to send us a request to let you access your data that we have collected, request us to delete your data, correct any inaccuracies or restrict our processing of your data. In this policy you can also find information on how to exercise your right to lodge a complaint about the way we handle your data and how to contact our DPO for more information or concerns.

About PILnet

Role and Responsibilities

The Data Entry Consultant is responsible for entering and maintaining information within the organization’s database.

Based in New York and reporting to the Special Projects Coordinator, the consultant will work closely with staff to:

Maintain the database by entering information and updating existing contacts with new information.
Review data for deficiencies and correct incorrect or missing information.
Resolve deficiencies by using standard procedures or returning incomplete documents to the team leader for resolution.
Maintain data entry requirements by following organization techniques and procedures, and reporting any needed changes.
Verify entered customer and account data by reviewing, correcting, deleting, or reentering data.
Identify and confirm duplicate entries for deletion.
Maintain customer confidence and protect operations by keeping information confidential.
Contribute to team effort by accomplishing related results as needed.

Qualifications

Strong attention to detail
Strong organizational skills
Internet research skills
Critical thinking skills
Ability to work independently

Requirements

High school diploma or equivalent
Data entry experience or related office experience
Experience with database entry, particularlyCiviCRM, is preferred.
Professional verbal and written English language skills

The duration of the initial contract is for 5-10 hours per week for 2 months; the contract may be renewed / extended (subject to available funding). The position requires in-person training, but will eventually allow for remote work once training is complete. Compensation is $15/hour.

Application Instructions

Interested candidates should send a resume and cover letter to [email protected]. Applications will be reviewed on a rolling basis until March 31, 2023.

Personal data provided by applicants will be used strictly in accordance with the Personal Data (Privacy) Ordinance.