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Job Summary

Under the general supervision of the Section Chief of Business Integration of the Facilities Management Division in the Corporate Services and Facilities (CSF) Department, the successful candidate will provide project and program management assistance, vendor contract monitoring support, budget and financial management support.

Duties and Responsibilities

Assist managers in monitoring adherence to vendor contract terms and conditions; and assist coordination with vendors, consultants, and contractors to facilitate the administration of various programs and projects. Assist facilities and project managers with selected aspects of operational and project management activities. Provide support for capital and major administrative projects, e.g. documentation, scheduling, costing and reporting. Conduct research, consolidate and prepare data for review and analysis to support facilities and project managers. Provide budget and accounting support and execute budget related assignments and tasks in accordance with established divisional and Fund budgetary and accounting policies and procedures. Process requisitions and change orders for purchase orders, maintain records and process invoices for managers’ approval, liaise with vendors, Procurement, and/or Finance to clarify and resolve billing discrepancies. Prepare budget/expense data for quarterly reviews, accruals, and ad hoc requests, including special reports and presentations. Assist Budget Officer and Project Managers with compilation of budget accounting data for quarterly/annual budget reviews and the medium-term budget formulation. Initiate/propose expense adjustments as necessary by means of budget transfers and journal adjustments. Prepare annual end-of-fiscal year accruals and budget reports. Assist in year-end closing of purchase orders.

Minimum Qualifications

Educational development, typically acquired by completion of a relevant university degree or equivalent training and experience in Business, Finance or Accounting is required.

In addition to the qualification set forth in the job standards, the successful candidate will have the following experience and skills:

• Proficient in using Microsoft Office tools (Excel, Word and PowerPoint).
• Working knowledge of processing requisitions, change orders, and invoices as well as financial systems such as PeopleSoft, iBBIS, Clarity and TRACES.
• Basic knowledge of project management principles.
• Excellent interpersonal skills and the ability to prioritize and work with staff at all levels and in other departments, division, and vendor organizations.
• Strong Excel and data management skills.
• Ability to logically organize and interpret large quantities of data.
• Working knowledge and familiarity with budget management and financial accounting policies and procedures.
• Be flexible, diligent, detailed-oriented, have a willingness to learn and maintain a strong team-oriented attitude.