Finance & Administrative Officer, Brazil

Overview

The organization is seeking a Finance & Administrative Officer for Brazil to manage day-to-day financial, administrative, and compliance responsibilities for the Brazil entity. This role ensures donor funds are properly managed and that financial information is timely and accurate.

Working autonomously, the role leads contract and administrative management and supports HR routines. The officer will work closely with the Brazil team and the global finance team to maintain accurate books, audit-ready records, and full compliance with Brazilian requirements and organizational policies.

The organization strongly encourages applications from non-white people, women, LGBTQIAPN+ people, Indigenous people, Quilombola people, migrants, and other groups affected by violence or oppression, or who do not see themselves represented in professional, institutional, and decision-making spaces.

Responsibilities

Finance

• Lead day-to-day financial and budget management, including bank accounts, payments, receipts, cash flow, and monthly bank reconciliations.
• Process payments to suppliers and service providers, reimbursements, and resource requests (e.g., via Concur) in line with organizational policies.
• Maintain accurate books in the accounting system and serve as the main point of contact for the external accounting firm, including providing monthly documentation, answering questions, and reviewing reports.
• Track donor and grant funds (including restricted funds) to ensure spending is documented and consistent with approved budgets and grant requirements.
• Prepare monthly financial reports, budget-to-actual reports, and cash-flow information for donors, the Country Manager, and U.S. consolidation.
• Support month-end closing with the global finance team, including the monthly trial balance and supporting schedules, and reconcile intercompany transactions between the Brazil entity and the global organization.
• Build and monitor budgets for proposals and new projects.
• Coordinate tax and statutory accounting compliance with external advisors.
• Keep documentation audit-ready for annual audits and donor reporting.
• Identify and promptly escalate financial risks, discrepancies, or compliance issues.

Administration & Legal Compliance

• Manage the full contract cycle with suppliers and service providers: drafting and reviewing, negotiating terms, tracking renewals and expiry dates, and maintaining a contract register.
• Run procurement and quotation processes in line with organizational procurement policy and donor requirements.
• Keep Brazil corporate and legal registrations and filings up to date, including CNPJ, statutory filings, powers of attorney, and digital certificates.
• Support the Country Manager in meeting administrative and legal obligations.
• Organize and safeguard physical and digital records to ensure they are complete, accessible, and audit-ready.
• Coordinate logistics for events, meetings, and team travel, including bookings and related expense documentation.

Payroll & Human Resources

• Liaise with the external payroll provider by submitting monthly payroll inputs (new hires, leave, vacation, terminations, salary changes) and reviewing payroll before approval.
• Support compliance with Brazilian labor and social security obligations in coordination with the payroll provider and external advisors.
• Support administration of local benefits, including health insurance and meal/food vouchers (enrollments, changes, and follow-up with providers).
• Support coordination of Brazil-specific onboarding and offboarding steps, including employment contracts, registration, admission and dismissal medical exams, benefits enrollment, and termination paperwork.
• Support local recruitment where Portuguese or Brazilian knowledge is needed, and liaise with the global HR team on Brazil-specific matters.
• Support other tasks outside standard responsibilities when organizational needs require it.

Required Qualifications

• Bachelor’s degree in Finance, Accounting, or related field.
• 5+ years of accounting/finance experience; nonprofit or grant experience preferred.
• Knowledge of Brazilian accounting and tax requirements.
• Basic understanding of Brazilian labor law.
• Strong Excel/Google Sheets skills and accounting-system proficiency.
• Fluency in Portuguese and English.
• Close attention to detail, integrity, and ability to work closely with the global finance team.
• Ability to manage competing priorities, meet deadlines, and work independently in a remote, international team.
• Comfort with a fast-paced, resource-constrained environment.

Preferred Qualifications

• Experience running recruitment and onboarding processes.
• Familiarity with payroll and benefits routines.
• Experience in a nonprofit or international organization managing donor/grant funds.

Compensation & Benefits

• Consultancy fee: BRL 224,712.36 per year

Location

• Remote, within Brazil.
• Preference will be given to candidates based in Rio de Janeiro and the surrounding area; candidates based in São Paulo will also be considered.

Employment Status & Schedule

• Full-time (36 hours per week), consultancy contract.

Work Environment

• Mainly remote/home-based.
• Requires working across time zones and participating in team and global meetings and planning spaces.

Travel

• May occasionally travel (domestic and international).

Application Deadline

• This job is open until filled, or the hiring manager determines that they can no longer accept applications.