PAX sapiens

Controller

• Is responsible for recording and accounting for daily transactions, maintaining required files and other documentation serving as evidence of transactions.
• Prepares monthly financial reports for PAX headquarters and internal management reports for the Program Director containing budget to actual expenditure information.
• Performs processing of general and administrative expenses allocations, monthly accruals, and recording of adjusting and reclassification journal entries, if necessary.
• Maintains filing system for financial systems across budget lines and projects, including but not limited to external grant documentation, vendors, and other financial documents.
• Is responsible for month-end adjusting journal entries and monthly bank reconciliation.
• Is responsible for cash flow projections, monitors cash flow and request funds from PAX headquarters as needed.
• Prepares and analyzes monthly budget to actual variance reports per budget projects, including external funded projects.
• Works with the Broomfield Controller to complete year-end closing process and annual inventory.
• Prepares and submits reports and filings in compliance with any Austrian government laws.
• Assists VP of Finance & Admin on other financial and admin matters.
• Ensures the field office’s compliance with PAX headquarters established policies and procedures.
• Support the development and maintenance of finance and accounting systems and processes that meet the financial management needs of PAX.
• Works with the Program Director and Deputy Director of any programs based in Vienna or with staff based in Vienna to coordinate the budgeting processes in collaboration with the VP of Finance & Admin.
• Work in coordination with the VP of Finance & Admin and Operations department to develop a risk management framework.
• Is responsible for financial and administrative matters for all grants received : overall point of contact internally and for the external funders; grant deadlines and other routine matters for program staff.
• Ensures PAX complies with all terms and conditions of external signed grant agreements, including financial compliance, procurement, and reporting.
• Is responsible for high-quality financial reporting to external funders.
• Provides financial input into proposals and budgets related to new grants and coordinates the grant budget approval with the VP of Finance & Admin.
• Is responsible for financial reporting and proper close out of external grants.
• Is responsible for monthly payroll processing.
• Oversees the reconciliation of vacation accruals.
• Timely follows up on employer tax-related notices.
• Supports People and Culture Department with logistics of onboarding (and offboarding) new hires into the Austrian Office.
• Is responsible for Austrian residence and work permits for new hires as necessary.
• Is responsible for all matters related to the administration of local contracts of operational nature, including office space and facilities.
• Is responsible for management of the office environment, including IT inventory, according to PAX standards and Austrian law.
• Is responsible for general facilities management and upkeep.
• Is responsible to manage contracts for Vienna-based programmes.

Assistant Controller – European Operations

Program Manager

• Supporting four issue area program teams based in four offices and three countries
• Serve as a strategic thought partner and advanced project manager for PAX sapiens’ strategic external and internal communications.
• Help issue area programs refine messaging and strategy in partnership with subject matter experts to reach priority stakeholders and audiences.
• Core work includes website content and security maintenance, publication editing, design, layout, and production, social media strategy and posting, public relations, and managing communication contractors.
• Support work with foundation staff to identify and place external media and op-eds that advance our communications goals.
• Collaborate with the Strategic Learning program on impact measurement and reporting.
• Support Operations and Human Resources.

Communications Program Manager

Research Scientist

• Support the data collection phase of a social network analysis study mapping collaborative ties among China policy experts.
• Manually identify and record collaborative events—co-authored publications, congressional hearings, taskforce memberships, and conference panels.
• Power a network analysis examining how collaboration, expertise, and institutional ties shape the U.S. China policy community.
• Search individual researcher pages on assigned think tank websites to identify relevant publications.
• Search congressional hearing records to identify hearings on China-related topics.
• Identify taskforce and working group memberships published on think tank websites.
• Record all findings in structured spreadsheet templates following a detailed data entry protocol.
• Cross-reference all identified individuals against the project's master person list.
• Participate in weekly team check-ins to discuss progress, resolve data entry questions, and ensure consistency across team members.
• Conduct a self-quality check against a provided checklist before submitting each batch of data.

Assistant Controller – European Operations

Communications Program Manager

Contract Research Assistant