Finance Operations Specialist

About the Institute of Foundation Models

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers.

Position Summary

We are looking for a motivated Finance Operations Specialist to be our first dedicated finance hire. Currently, our processes are manual; we need someone who is happy to roll up their sleeves and handle the day-to-day (invoices, expenses, banking) while we work together to build a structured, digital system. You will eventually take over the tracking of our Phantom Stock plans and manage our international Shadow Payroll.

Key Responsibilities:
Manual Accounts Payable & Expenses

• Invoice Processing: Manually intake, verify, and track all vendor invoices in a master spreadsheet.

• Reimbursements: Process researcher travel and expense reports, ensuring all "out-of-pocket" spends are documented and repaid via payroll.

• Vendor Setup: Maintain a "Vendor Master File" with W-9s and banking instructions to ensure we pay the right people.

Budgeting & Financial Reporting

• Variance Analysis: Maintain and update monthly financial spreadsheets comparing Planned Spend vs. Actual Spend to flag variances.

• Runway Forecasting: Calculate and provide a vital monthly Cash Runway Report to ensure leadership has clear visibility into cash flow.

• Data Integrity: Serve as the primary focal point for all financial data entry, ensuring clean, audit-ready records.

Accounts Payable (AP) & Expense Management

• Manual Invoice Processing: Manually intake, verify, and track all incoming vendor invoices within a master spreadsheet to ensure accuracy before payment.

• Vendor Setup & Compliance: Maintain a comprehensive "Vendor Master File," collecting and organizing W-9s and banking/wire instructions.

• Reimbursements & Travel: Process researcher travel and out-of-pocket expense reports, ensuring full documentation and compliance before coordinating repayment via payroll.

Banking & Treasury Setup (Ground Zero)

• Account Establishment: Research business banking options (e.g., Mercury, Brex, or traditional banks) and coordinate the paperwork (EIN, Articles of Incorporation) to open accounts.

• Card Administration: Issue and monitor lab credit cards, setting manual spending limits and chasing down receipts for every transaction.

• Cash Control: Actively reconcile petty cash and ensure rigorous oversight of all physical and digital funds.

Contract & Document Management

• Contract Repository: Build and maintain an organized digital repository of all vendor contracts, agreements, and financial commitments.

Academic Qualifications:
• Education: Bachelor's degree in accounting, Finance, or a related field (or equivalent hands-on experience).

• Experience: 2–4 years of experience in accounting, bookkeeping, or finance operations (experience in a startup or research lab environment is a major plus).

• Technical Skills: Advanced proficiency in MS Excel / Google Sheets. Familiarity with modern banking platforms (Brex, Mercury) and payroll/accounting software is preferred.

• Attributes: Extreme attention to detail, a high degree of integrity when handling confidential financial data, and the ability to thrive in an environment requiring manual process setup.

Professional Experience:
• Minimum of 2- 3 years of experience in an office and administrative role.

• Proven experience with basic accounting tasks, invoicing, and expense management.

Preferred Skills

• Exceptional organizational skills and a high level of attention to detail.

• Strong written and verbal communication skills.

• Proficiency with communication and collaboration tools such as Zoom, Microsoft Teams, and Slack.

• Proficiency with financial software, Microsoft Office Suite (especially Excel), and project management tools.

• A proactive and resourceful mindset with the ability to manage multiple priorities.

• A natural collaborator who enjoys building a positive team culture.