Job Description

Job Title: Project Controller

Job type: Full time employee

Location of position: Calgary corporate office

Reporting to: Finance Manager

Remuneration: In line with market rates.

Citizenship: Candidates must by able to work in Canada

Language requirements: Fluent in English and French

Application deadline: March 15, 2024

Application instructions:

• A cover letter is mandatory to be considered. Cover letters should effectively align your skills and experiences with the specific job responsibilities outlined in the position's description, demonstrating your aptitude and enthusiasm for the role, your daily fee and current availability.
• Click the “Apply now” link to upload your cover letter and CV (Curriculum Vitae). 
• Only successful candidates will be contacted. No phone calls please.

Alinea is an international development consultancy providing technical and management expertise that helps people improve their lives. We work with governments, investors, companies, and communities to create lasting change. Over 38 years, Alinea has successfully delivered more than 1000 projects worldwide. alineainternational.com

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.  

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.  

About the work

The ideal candidate we are looking for will have a strong team player attitude and willingness to support other team members and contribute to the overall success of the project and organization through collaboration and cooperation.

The Project Controller will provide support to the project in terms of reconciling advances to field offices and preparing a site reconciliation, invoicing the client, updating and maintaining the project budget, supporting other project controllers and members of the project team, and any ad hoc reporting that is required by the project.

Cross-auditing the teams’ work is a large part of the job, and feedback is freely given and received. 

Alinea prides itself on being an adaptive and learning environment, and therefore we foster and encourage job-embedded growth and learning.

The Role The Project Controller will be responsible for the following tasks: 

Field office financial reconciliation (“site reconciliation”)

• On a monthly basis, receive and audit the package of financial documents from the project’s office overseas. Using MS Excel, ledgers are audited against hard copies of documents, a check is done to ensure that all calculations of expenses are correct, original receipts are enclosed, and that correct contract clauses have been allocated. The project controller also ensures that all expenditures are allowable and justifiable. The site reconciliation is created, converting all funds to Canadian dollars and organizing into project reporting clauses for ease of invoicing.
• The project controller will be responsible for ensuring that their site reconciliation is audited by another and will also be responsible for auditing the reconciliations of others.

Invoicing 

• On a monthly basis, prepare the invoice to the client for all realized expenditures and employee time worked for the month. 
• The project controller will be responsible for ensuring that their invoice is audited by another and will also be responsible for auditing the invoices of others.

Project Budget

• The project controller will be responsible for maintaining the project budget. This involves updating forecasts (in collaboration with the project team), updating the budget for actual costs (based on the invoices each month), preparing annual budgets for the projects, preparing financial reports in accordance with the project contract. 
• All project budgets are maintained in MS Excel and can be complex with multi-dimensional reporting (ie., by Contract Clause, Activity, Year), therefore strong Excel skills and attention to detail are required. 
• The project controller will work closely with the Project Manager and Project Administrator to ensure that forecasts are updated regularly, and that budget consistently and reliably reflects the project’s actual costs to date and most accurate forecasts.
• The project controller will be responsible for ensuring that their budget is audited by another prior to finalization of any financial report and will also be responsible for auditing the budgets and financial reports of others.

Preparation of ad hoc budgets and financial reports

• From time to time, the project controller may be required to prepare ad hoc financial budgets or reports, such as scenarios or analyses. The project controller may also be called upon to assist other project controllers with the preparation and/or audit of their financial reports.

Auditing expense reports

• Together with the project administrators, the project controllers are responsible for auditing project-related invoices and expense reports and approving them for payment. This is a shared responsibility with the administrative team, and the project controller will audit the invoices and expense reports related to their project(s), as well as support other project teams as needed.

Project Financial Audits

• The project controller will be required to assist with project audits when they occur. This entails reviewing the audit sample as provided by the auditing firm and locating and pulling all documentation associated with the audit sample and organizing it in a logical manner. The project controller will also be responsible for providing any required assistance to the auditors while they are in the Alinea office, including retrieving any other documentation they require as the audit proceeds.

Support to other team and organization members

• Support is provided to other team members within the project, within the finance team, or within the organization as needed. This assisting with project audits, assisting with year-end organizational audits, filling in for other finance team members during leave or travel absences, filing duties, attending meetings, and helping out with other tasks on an as needed basis. 

Required Qualifications:

• Bachelor’s degree in finance, accounting, or related field is an asset. A degree or certifications with a balance of financial experience will be considered. 
• Demonstrated experience in conducting financial reconciliations, particularly in a field office setting, ensuring accuracy, compliance, and completeness of financial documentation.
• Proficiency in MS Excel, managing and analyzing financial data, including auditing ledgers, converting currencies, and organizing complex project budgets and reports.
• Strong ability to analyze financial data, identify trends, and make informed recommendations for budget adjustments and forecasting.
• Experience preparing invoices, ensuring accuracy of billing information, and compliance with contractual agreements.
• Budget management experience and ability to update forecasts, track actual costs, and prepare financial reports in alignment with project contracts.
• Experience with auditing processes and procedures, including auditing expense reports, invoices, and financial documents for compliance and accuracy.
• Adaptability and flexibility with ad hoc financial tasks and providing support to other team members or projects as needed.
• Strong verbal and written communication skills are essential for effectively communicating financial information, coordinating with team members, and providing assistance during audits.
• Ethical Conduct: Commitment to maintaining confidentiality, integrity, and ethical standards in handling financial information and transactions.