Accounting Specialist

Project HOPE
US - District of Columbia - Parcel Return Service
June 17, 2024
Accounting

Accounting Specialist, Finance

Location: Washington, DC

Project HOPE is an international NGO with more than 1,000 engaged employees and volunteers who work around the globe, responding to the world's most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.

Code of Conduct

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.POSITION SUMMARY:

The primary responsibilities for this position are to manage vendor records, process accounts payable transactions, manage credit cards payments, review and approve staff expense reports, manage travel advances, prepare and file 1099s, train staff, and other day-to-day accounts payable and related functions.

PRINCIPAL RESPONSIBILITIES:

Work with the Purchasing Manager to collect complete procurement package for each new vendor- that includes but not limited to - documents required as outlined in policy, vendor vetting record from Bridger database, obtaining W-9 forms as necessary, identification of 1099 eligibility, matching invoices against the POs, etc.
Lead on resolving all issues related to accounts payable from both outside vendors and internal members of the Foundation.
Process all vendor invoices in accordance with Project HOPE policies, ensuring proper documentation and approvals are present before processing each payment. Organize and save audit-ready documents in the accounting system as well as in the Finance department's shared folders.
Prepare bi-weekly check run. Ensure vendor bill payments are processed in accordance with vendor terms.
Keep tight control over the payments that fail to process, or payments return and then do needful to process the payment again, ensuring proper reflection of ins and outs in NetSuite.
Custodian of the accounts payable department credit card. Ensure proper documentation and approval are in order before vendor credit card payment is made. Record and reconcile the payments made to vendors and payment made to Credit Card Company.
Manage company-sponsored credit cards for all staff members. This includes ensuring employees are reporting expenses timely via Expensify, receipts and supporting documentation is in place, and credit card balances are reflected correctly in NetSuite. Manage and resolve all Accounts Payable credit card disputes.
Provide training and instructions to staff members on expense reimbursements, cash advance and company credit card usage procedures.
Review staff expense reports in Expensify to ensure expense reports are in accordance with company policy, approve the reports and facilitate payments.
Manage employee advance balances for all G&A departments.
Prepare and file annual 1099 tax form filings.
Resolve purchase order, invoice, or payment discrepancies.
Coordinate with vendors and prepare documents for all credit memo and backorders.
Work with vendors to resolve disputed or overdue invoices and reconcile vendor monthly statements.
Maintain legal invoices and supporting documents.
Research invoice/payment queries and response on timely basis to vendors and staff.
Prepare the monthly reconciliation of accounts payable to the general ledger and prepare journal entries as necessary.
Assist with annual audit by gathering all AP documentation for auditors.
Support the Finance department daily operations and perform special projects as assigned.
Other duties as assigned.

MINIMUM QUALIFICATIONS:

Minimum of Two (2) year accounting degree.

5+ years' experience in accounts payable or related accounting areas is a plus.

Experience in automated accounting systems, NetSuite or similar software would be highly desirable.

Ability to work well under pressure and meet deadlines.

Good communication skills in dealing with both vendors and Project HOPE staff.

Working knowledge of MS software, Excel and Word

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:

While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
Must be able to communicate in verbal and written form and must be able to travel internationally.
Project HOPE employees may be required to travel or work in countries where working conditions are classified as "hardship."

Work environment:

Typical office environment with exposure to a minimal noise level.
Emergency deployments may be in resource-deprived environments with austere living conditions.
Travel for extended periods may be by air and/or other modes of transportation.
While international travel is not a regular part of every job, programmatic needs may require it intermittently.
Project HOPE employees may be required to travel or work in countries where working conditions are classified as "hardship."

Salary range starting at $63,000 USD per year based on candidates residing in the US. Compensation for the role is dependent on several factors including a candidate's location, qualifications, skills, and experience. Project HOPE offers comprehensive benefits as part of the total compensation package including health, dental, vision and life insurance, 403(b), paid leave, and much more. For more information about our benefits please visit our benefits page.

Due to the substantial number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.

However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.

Thank you very much for your interest in Project HOPE.

Read the full job description and apply online on the recuiter's web-site

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