Position Summary:
The Director of Finance serves as the chief financial and compliance officer for the Palestinian American Medical Association (PAMA), responsible for safeguarding the financial integrity, sustainability, and legal standing of the organization across the U.S. and its international operations.
This position provides strategic leadership for all aspects of PAMA’s financial management, including accounting, budgeting, compliance, audit, treasury, risk, and tax matters. The Director of Finance ensures that all U.S. and international activities comply with applicable laws, donor regulations, and nonprofit standards (U.S. GAAP, IRS 501(c)(3), 2 CFR 200, UN/USAID frameworks, etc.).
While the Director of Finance oversees all global financial consolidation, they do not directly supervise Palestine Country Office staff. The Palestine office reports to the Executive Director and is responsible for submitting timely financial reports and supporting documentation to HQ for review, consolidation, and compliance monitoring under the Director’s guidance.
Key Responsibilities
- Strategic Financial Leadership
- Serve as a senior member of PAMA’s management team, leading all financial planning and compliance strategy.
- Develop and oversee multi-year financial projections, cost recovery strategies, and resource planning aligned with PAMA’s growth trajectory.
- Advise the Executive Director and Finance Committee on strategic financial decisions, sustainability, and risk.
- Ensure all internal financial controls, workflows, and signatory policies are enforced and reviewed regularly.
- Oversee organizational liquidity, cash flow, and investment strategies consistent with the Reserve Policy.
- Serve as primary liaison to the Finance Committee of the Board of Directors.
- Accounting and Financial Management (U.S. Headquarters)
- Oversee and ensure accuracy of all accounting operations under U.S. GAAP, including general ledger, reconciliations, accruals, and journal entries.
- Manage the monthly and annual close processes, producing complete and accurate financial statements.
- Supervise payroll processing, benefit allocations, and contractor payments through Gusto or equivalent platforms.
- Maintain a chart of accounts, classes, and restricted/unrestricted tracking in QuickBooks Online.
- Ensure complete documentation and audit trails for all transactions.
- Maintain fixed asset registers and oversee depreciation schedules.
- Ensure consistency between U.S. and Palestine reporting through standardized templates and periodic reconciliation reviews.
- Budgeting and Financial Planning
- Lead the annual budgeting process, consolidating departmental, programmatic, and field inputs.
- Develop multi-scenario budget models aligned with PAMA’s strategic and fundraising goals.
- Provide monthly and quarterly budget vs. actual (BvA) reports to management and board.
- Support the Programs and Development teams with donor and proposal budgets, ensuring full cost recovery.
- Lead periodic budget revisions, forecasting, and variance analysis.
- Donor Financial Management and Compliance
- Ensure all donor-funded activities comply with grant conditions, donor cost principles, and PAMA policies.
- Review award agreements for financial obligations, indirect rates, and cost-share requirements.
- Consolidate donor financial reports from HQ and Palestine submissions for timely submission.
- Track donor funding pipelines and commitments, ensuring accurate revenue recognition.
- Oversee partner sub-award financial monitoring and compliance reviews.
- Maintain donor audit readiness and support pre-award assessments.
- Treasury, Banking, and Cash Management
- Maintain oversight of all U.S. and Palestine bank accounts and authorized signatories.
- Prepare and monitor cash flow forecasts, ensuring sufficient liquidity for operations.
- Manage fund transfers to the Palestine office in compliance with U.S. regulations and banking laws.
- Monitor currency exchange and wire documentation for transparency and compliance.
- Ensure compliance with anti-terrorism, OFAC, and AML regulations for all transfers and recipients.
- Implement cash and reserve management strategies aligned with Board-approved policies.
- Policies, Systems, and Internal Controls
- Lead the revision and enforcement of PAMA’s Finance Manual, ensuring it covers accounting, procurement, travel, and asset management standards.
- Develop and maintain standard operating procedures (SOPs) for all financial functions and approvals.
- Ensure integration and consistency across systems (QuickBooks, Gusto, Salesforce, etc.).
- Oversee periodic internal reviews and compliance spot checks of financial documentation from the Palestine office.
- Maintain internal fraud prevention and whistleblower reporting mechanisms.
- Regulatory Compliance, Tax, and Governance Filings
The Director of Finance holds ultimate responsibility for ensuring PAMA remains in good legal and fiscal standing in all jurisdictions. Duties include:
- Federal (IRS) and U.S. Nonprofit Compliance
- Oversee preparation and filing of IRS Form 990 and related schedules annually.
- Ensure maintenance of 501(c)(3) status, public charity designation, and IRS determination letter compliance.
- Manage all correspondence with the IRS regarding tax-exempt status, classification, or rulings.
- Ensure annual 990 public disclosure and proper record retention.
- State Registrations and Charitable Solicitation
- Maintain and renew state charitable solicitation registrations in every U.S. state where PAMA fundraises or receives donations.
- File annual state reports and ensure all charitable solicitation disclosure statements are included in public appeals, digital platforms, and donor communications.
- Oversee foreign qualification filings in states where PAMA has employees, fundraising, or physical operations.
- Coordinate with compliance service providers (e.g., Harbor Compliance, Labyrinth) for tracking renewals and registrations.
- Maintain active status and certificates of good standing for all states of registration.
- Payroll and Employment Tax Registrations
- Ensure all state and local payroll tax accounts are registered and up to date for staff working in different states.
- Oversee timely payment and filing of employer payroll taxes, unemployment insurance, and related filings.
- Coordinate with Gusto or payroll provider to ensure correct multistate tax withholding setup.
- Other Fiscal & Legal Compliance
- Oversee business licenses, registered agent renewals, and state income tax exemptions as required.
- Monitor and manage sales tax exemption certificates for vendors or transactions as applicable.
- Coordinate with legal counsel for updates on changes in federal or state nonprofit laws.
- Maintain PAMA’s compliance calendar, capturing all federal, state, donor, and audit deadlines.
- Audit, Risk Management, and Reporting
- Serve as primary contact for all external audits (organizational and donor-specific).
- Prepare audit schedules, lead audit planning meetings, and manage auditor correspondence.
- Review all audit reports and ensure management responses are submitted and implemented.
- Conduct annual risk assessments covering financial, compliance, and operational areas.
- Maintain a formal Risk Register with mitigation plans and regular reporting to the Board Finance Committee.
- Coordination and Communication
- Work closely with the Palestine Country Office to ensure timely and accurate submission of financial documentation.
- Consolidate field and HQ reports for donor and organizational reporting.
- Coordinate financial information sharing between Development, Programs, and Executive teams.
- Present quarterly financial updates to the Board and support the preparation of annual reports.
- Capacity Building and Technical Support
- Provide remote technical guidance and periodic training to Palestine office finance staff.
- Support cross-departmental understanding of compliance, cost recovery, and donor budget rules.
- Develop and deliver finance and compliance training for staff and managers as needed.
KPIs / Success Metrics:
- Clean annual audit with no material findings.
- 100% timely filings of Form 990, state registrations, payroll taxes, and licenses.
- Active compliance standing in all registered states.
- Monthly financial statements and reconciliations completed on schedule.
- Consistent coordination between HQ and Palestine on financial documentation.
- Clear, accurate reporting to the Executive Director and Board Finance Committee.
Qualifications and Experience
Education:
- Advanced degree in Finance, Accounting, Business Administration, or related field (MBA, MPA, MSc).
- CPA, CMA, or equivalent international certification strongly preferred.
Experience:
- Minimum 10 years of progressive experience in finance and accounting, with at least 5 in senior management within a U.S.-based INGO or international nonprofit.
- Proven experience managing multi-currency, multi-office operations and international fund transfers.
- Demonstrated expertise in regulatory compliance and nonprofit governance (IRS, state filings, charitable registration, payroll tax).
- Hands-on experience with QuickBooks Online, Gusto, Salesforce, and financial reporting software.
- Experience preparing financial statements, audits, and 990 filings.
Skills and Competencies:
- Strong knowledge of U.S. GAAP, 2 CFR 200, and international donor financial rules.
- In-depth understanding of charitable solicitation laws, state registrations, and tax-exempt compliance.
- Exceptional analytical, organizational, and project management skills.
- Proven ability to communicate complex information to non-financial audiences.
- Ethical, detail-oriented, and proactive in identifying and mitigating risk.
