Program Budget and Procurement Coordinator

Job Brief:

Program Budget and Procurement Coordinator

San Juan, Puerto Rico Office

Who We Are

Hispanic Federation (HF) is the nation's premier Latino nonprofit membership organization. Founded in 1990, HF supports Hispanic families and strengthens Latino institutions through grantmaking and direct services in the areas of education, health, immigration, civic engagement, economic empowerment, and the environment. Values that drive our work include equality, fairness, diversity, and empathy.

Hispanic Federation’s Puerto Rico (HF PR) Office opened in 2017. Since then, over $53 million dollars have been invested in community outreach projects, programs, and initiatives on various topics such as: renewable energy, agriculture, food security, housing, community development, local economic development, health, public policy, and advocacy, among others. Throughout HF’s history, and particularly in Puerto Rico, the organization has been proactive in identifying, sympathizing with, and supporting communities in emergencies and recovery processes.

HF PR has awarded more than 350 grants to over 150 non-profit organizations, supported the installation of over 250 solar energy systems, strengthened more than 2,500 micro-entrepreneurs, farmers, and fishermen, and awarded over $2.5 million in direct financial assistance. to individuals.

Who We Seek

Hispanic Federation (HF) seeks a Program Budget and Procurement Coordinator in HF’s San Juan, Puerto Rico office. This position will oversee considerable administrative functions as it relates to HF PR’s programmatic work. The Coordinator supports budget development, manages tracking and input of expenses, and will serve as the repository for all information relating to public sector purchases and expenses.

The successful candidate will have an interest in supporting underserved communities in Puerto Rico and experience with program administration. An interest in learning about operations, procurement, and compliance as it relates to funding restrictions will be critical to success.

This position will report directly to the Director of Operations and will require onsite presence in HF PR’s offices in San Juan, PR at least 10 times a month.

Reports to: Director of Operations

Location: San Juan, PR

Status: Full-Time, Grant-Funded position until May 31, 2025, with the possibility for extension

Job Responsibilities:

Fiscal Planning and Monitoring

Assist with Puerto Rico programs and operations budget development, monitoring, and modifications.
Ensure compliance with requirements and restrictions from various public and private sector funding streams with the support of the Director for Operations and program leads.
Assist with the purchases of items outlined in public sector funds; with the Director for Operations, ensure procurement protocols are adhered to.
Prepare regular expense reports for review with the program and operations team.
Manage and update trackers and ensure accurate reporting of all expenses.
Oversee fiscal documentation as requested and assigned to ensure timely payments, including collection and maintenance of program records (e.g., final contracts, invoices, receipt for expenses, etc.), doing credit card reconciliations, etc.
Submit all required payment documentation, and produce financial reports as required by funders, as well as internal and external stakeholder requests.
Ensure all expenses are properly documented in against local budgets, reconcile expenses made with credit card and reflect expenses accurately.
Assist with budget planning and development for programs and general office operations.

Procurement

Work with program team to identify specific procurement needs and specifications as related to finalized contracts and agreements; support procurement process and retain all quotes and documentation for audit purposes.
Track the state of contract negotiations; support by executing research and managing communications with contractors and vendors.

Skills and Qualifications:

Bachelor's degree in accounting, finance, business administration or related field.
Minimum of three (3) years of experience in budgeting/financial planning and/or contracting.
Experience with data entry, database management, reporting and compliance.
Preferred candidate will have nonprofit experience.
Experience working with federal grants is a plus.
Advanced knowledge of Microsoft Excel.
Demonstrated capability to effectively communicate orally and in writing at a variety of levels.
Ability to effectively manage a wide array of tasks, projects, and responsibilities with strong attention to detail.
Must be motivated, organized, and have effective time management skills.
Analytical, problem-solving skills with the ability to negotiate and build relationships with vendors.
Flexibility to work weekends and out of traditional work hours as needed.
Strong commitment to Hispanic Federation's mission and core values.
Fluent speaking and writing skills in English and Spanish is required.

Compensation:

Salary range for this position is $40,000.00-$50,000.00 and commensurate with experience. Compensation comes with a robust benefits package with fully paid medical, dental, and vision insurance available as of the first day of employment, 403(B) retirement plan (including eligibility for a company match), and access to flexible spending and additional benefits.

 Full- time regular employees are also provided with fifteen (15) vacation days and 12 days of paid sick time.

To Apply:

Please submit a resume and a cover letter detailing your interest and qualifications via this portal. No telephone calls or emails will be accepted regarding this position. Only select candidates will be contacted regarding this position.

Hispanic Federation is an equal opportunity employer and does not discriminate against anyone based on actual or perceived race, color, religion, gender identity, gender expression, age, national origin, creed, disability, marital status, sexual orientation and/or other protected categories.