The Finance & Operations Assistant will serve as a member of the Finance & Administration (40%) International Programs (30%), and Communications (30%) departments, providing administrative and logistic support to programs and activities. The Finance & Operations Assistant will assist with organizing meetings and conferences, handling multiple travel arrangements, maintaining participant and contact lists, processing invoices and expense reports, reconciling credit card charges, making photocopies, and streamlining administrative processes when possible. The Finance & Operations Assistant will support projects funded by USAID and private donors.
Essential/Primary Responsibilities – Finance & Administration Department (40%):
- Reviews consultant and vendor invoices for completeness and accuracy, corresponds with vendors to obtain missing documentation, prepares payment request forms and processes invoices for payment, obtaining required signatures. Routes payment requests for electronic signatures.
- Reviews travel expense reports for completeness and accuracy, corresponds with travelers to obtain missing receipts and approvals, and processes expense reports for payment, obtaining required signatures.
- Assists with DocuSign routing for travel advances for staff and consultants.
- Supports and/or manages procurement activities such as obtaining quotes, negotiating with vendors, routing for approval and maintaining backup documentation.
- Enters program budgets in accounting and other tracking systems as needed.
- Maintains filing system for project administrative and financial documents.
Essential/Primary Responsibilities – International Programs Department (30%):
- Provides general administrative support, such as editing and formatting documents, photocopying, handling and distributing mail, maintaining department and project files, managing email listservs.
- Assists with field and home office communications and follow-up on travel, conferences, meetings, accounting matters.
- Arranges and sets up conference rooms for meetings, seminars, and training workshops. Sets up conference calls and virtual meetings using Skype, GoToMeeting, webinar software, or conference call lines. Places catering orders as needed.
- Organizes material/publications for and contributes to marketing information and routine reporting to donors. Edits and formats reporting documents with tight deadlines and attention to detail.
- Reconciles and submits International Programs Department’s AMEX credit card bill each month with supporting receipts and appropriate approvals.
- Provides ad hoc support to program staff as needed.
Essential/Primary Responsibilities – Communications Department (30%):
- Reconcile and submit Communications Department’s AMEX credit card bill each month with supporting receipts and appropriate approvals.
- Order, process, and submit invoices for business cards from Copy General with appropriate project codes and signatures.
- Process and submit printing, design, USB, and other communications vendor invoices (ProGraphics, IFC, etc.) with appropriate project codes and signatures.
- Perform general administrative support, such as ordering, unpacking, and restocking publications, USBs, and swag; preparing shipments for conferences and events; and loading files onto USB drives.
- Onboard new staff for (i) email signatures (ii) publications room organization.
- Maintain tracking system for communications orders, financial documents, and publications stocks.
Experience & Education:
- Bachelor’s degree with social sciences background and an interest in global health/development issues preferred; Associate degree with additional experience considered.
- One to three years of related experience, preferably providing administrative and project support to a staff of five or more employees.
- Demonstrated proficiency in MS Office required with an emphasis on Excel. Knowledge of advanced Excel functions (e.g. VLOOKUP) also desirable.
- Experience working with Salesforce preferred.
- Demonstrated knowledge of U.S. Government travel regulations and cost principles is a plus.
- Excellent verbal communication and interpersonal skills.
- Excellent writing, grammatical, and proofreading skills and demonstrated attention to detail.
- Strong interpersonal and organizational skills and the ability to perform multiple tasks and prioritize according to staff needs and deadlines.
- Ability to work independently.
- Prefer experience working, living or studying in developing countries or providing administrative support to an international organization with staff based in developing countries.
Working Conditions/Other Data:
- The functions of this position may be performed at a desk or in a semi-private office location.
- Occasional travel may be involved.
Salary and Benefits: Salary is commensurate with qualifications and experience. PRB has an excellent benefits package, including generous health, leave, and retirement programs.
Applications: Please remember to upload a resume and cover letter in the “resume” section.
Please remember to attach your resume and cover letter in the documents section.
This position is located in Washington, D.C.
Equal Opportunity Employer – M/F/Disabled/Veteran
About the Organization
The Population Reference Bureau informs people around the world about population, health, and the environment, and empowers them to use that information to advance the well-being of current and future generations. Inform. PRB analyzes complex demographic data and research to provide the most objective, accurate, and up-to-date population information in a format that is easily understood by advocates, journalists, and decision makers alike. Empower. Our commitment to putting information into action sets us apart. PRB builds coalitions and conducts workshops around the world to give our key audiences the tools they need to understand and communicate effectively about population issues. Advance. PRB works to ensure that policymakers in developing countries and in the United States rely on sound evidence, rather than anecdotal or outdated information, when creating population, health, and environmental policies.