Assistant Controller - European Operations

Organization Summary:

PAX sapiens (PAX) is on a mission to prevent predictable global catastrophes. We use direct grantmaking and coordination tools such as convenings, conferences, and information sharing systems to advance human security and sustainable peace. In support of our mission, our focus areas include strengthening global systems for pandemic prevention, preventing nuclear war, and promoting better US-Chinese relationships in global fora specifically.

About the Role:

The Assistant Controller - European Operations provides critical support to PAX sapiens Austria through accounting, financial reporting, grant compliance, risk management and general HR operational support in the Vienna office.

Functionally, the Assistant Controller - European Operations is responsible for maintaining highly functioning accounting, treasury, and statutory and management reporting systems and adherence to PAX policies. The Assistant Controller - European Operations will regularly provide high quality, timely data and analysis for strategic decision support. The Assistant Controller - European Operations works closely with the Vice President of Finance and Administration on strategic matters, including the setting of departmental financial and administrative priorities.

This position communicates with a diverse staff in multiple locations using email, video and audio conference technology.

Reports to:

Vice President of Finance and Administration

Location:

This position is located in Vienna, Austria. The central office is operating from a hybrid model currently, with three days in the office and the option of two days working from home.

Primary Responsibilities:

 Financial Operations

• Is responsible for recording and accounting for daily transactions, maintaining required files and other documentation serving as evidence of transactions.


• Prepares monthly financial reports for PAX headquarters and internal management reports for the Program Director containing budget to actual expenditure information.


• Performs processing of general and administrative expenses allocations, monthly accruals, and recording of adjusting and reclassification journal entries, if necessary.


• Maintains filing system for financial systems across budget lines and projects, including but not limited to external grant documentation, vendors, and other financial documents.


• Is responsible for month-end adjusting journal entries and monthly bank reconciliation.


• Is responsible for cash flow projections, monitors cash flow and request funds from PAX headquarters as needed.


• Prepares and analyzes monthly budget to actual variance reports per budget projects, including external funded projects.


• Works with the Broomfield Controller to complete year-end closing process and annual inventory.


• Prepares and submits reports and filings in compliance with any Austrian government laws.


• Assists VP of Finance & Admin on other financial and admin matters.

 Policies and Systems Compliance

• Ensures the field office’s compliance with PAX headquarters established policies and procedures.


• Support the development and maintenance of finance and accounting systems and processes that meet the financial management needs of PAX.


• Works with the Program Director and Deputy Director of any programs based in Vienna or with staff based in Vienna to coordinate the budgeting processes in collaboration with the VP of Finance & Admin.


• Work in coordination with the VP of Finance & Admin and Operations department to develop a risk management framework.

 Grants Compliance

• Is responsible for financial and administrative matters for all grants received: overall point of contact internally and for the external funders; grant deadlines and other routine matters for program staff.


• Ensures PAX complies with all terms and conditions of external signed grant agreements, including financial compliance, procurement, and reporting.


• Is responsible for high-quality financial reporting to external funders.


• Provides financial input into proposals and budgets related to new grants and coordinates the grant budget approval with the VP of Finance & Admin.


• Is responsible for financial reporting and proper close out of external grants.

 Payroll

• Is responsible for monthly payroll processing.


• Oversees the reconciliation of vacation accruals.


• Timely follows up on employer tax-related notices.

 Human Resources and Operations

• Supports People and Culture Department with logistics of onboarding (and offboarding) new hires into the Austrian Office.


• Is responsible for Austrian residence and work permits for new hires as necessary.


• Is responsible for all matters related to the administration of local contracts of operational nature, including office space and facilities.


• Is responsible – in coordination with the IS Director – for management of the office environment, including IT inventory, according to PAX standards and Austrian law.


• Is responsible for general facilities management and upkeep.


• Is responsible – in coordination with the Grants and Contracts Manager – to manage contracts for Vienna-based programmes.

Required Education, Knowledge, Skills and Competences:

• Bachelor's degree in finance/accounting or a related field.


• Several years of relevant professional experience managing accounting, budget, and financial reporting operations for nonprofit organizations.


• Excellent communication, collaboration, and problem-solving skills in a global environment.


• Knowledge of Austrian labor laws and payroll processing.


• Ability to work well with management, peers, and staff in a constructive and inclusive way.


• Open minded and cooperative attitude and accept feedback when problem-solving.


• Demonstrated understanding and knowledge of Generally Accepted Accounting Principles (GAAP) and International Financial Reporting Standards (IFRS).


• Possess sound judgment along with a high level of integrity, confidentiality, and dependability.


• Knowledge and ability to use applicable information technology and systems to meet work needs. Proficiency in Microsoft Office (Word, Excel, and Outlook) software.


• Commitment to PAX’s mission and values.


• Fluent in German and English.

Preferred Qualifications:

• Experience with QuickBooks, BambooHR, or SAGE Intacct.


• Experience with international organizations operating multiple offices internationally

Renumeration

The minimum gross annual salary for this position is EUR 85,000 on a full-time basis.  Depending on qualifications and professional experience, an overpayment may be offered.