Financial and Administrative Coordinator

2 weeks ago

Washington, United States AFRICAN PARKS FOUNDATION OF AMERICA Full time

Job Title: Financial and Administrative Coordinator

Organization: African Parks Foundation of America

Reports To: Director of Finance and Administration

Location: Washington, DC

Position Type: Full-Time

About African Parks Foundation of America:

African Parks Foundation of America (APFA) is a non-profit organization committed to the conservation and sustainable management of Africa's national parks and protected areas. By collaborating with African governments and local communities, APFA aims to ensure the long-term health of these crucial ecosystems, safeguarding wildlife, promoting economic growth, and advancing environmental sustainability.

Job Summary:

African Parks Foundation of America (APFA) is in search of a Financial and Administrative Coordinator to effectively manage financial transactions, oversee acknowledgment letters and tax receipts, and handle gift processing. We are looking for a detail-oriented individual with a solid grasp of financial processes and the ability to work collaboratively across teams to ensure smooth gift processing and adherence to financial regulations and organizational policies. This role demands a meticulous individual with exceptional organizational and communication skills, as well as a strong understanding of financial operations. This position will report to the Director of Finance and Administration and will also provide support to the Executive Director as necessary.

Key Responsibilities:

Gift Processing & Donor Acknowledgments:

· Supervise the efficient processing of donations and gifts, ensuring accurate record-keeping and timely updates of donor information.

· Ensure strict compliance with gift acceptance policies and procedures.

· Collaborate with the fundraising team to reconcile donor information and swiftly address discrepancies.

· Maintain organized records of financial transactions related to gifts and donations.

· Reconcile gift processing data with the general ledger to guarantee accurate financial reporting.

· Take charge of the acknowledgment letter process, ensuring timely and precise communication with donors.

· Manage the creation and distribution of tax receipts in accordance with relevant regulations.

· Prepare regular reports on gift processing utilizing Salesforce and QuickBooks.

· Use Salesforce and QuickBooks for accurate entry and updates of donor information.

· Reconcile bank statements, donor records, and financial reports for consistency.

· Investigate and promptly resolve discrepancies to maintain financial accuracy.

· Draft personalized thank-you notes for the Executive Director and Senior Development Officer to express appreciation to key donors.

Finance Administration:

· Maintain precise and up-to-date financial records.

· Record and categorize financial transactions, including invoices, expenses, and receipts.

· Process and verify invoices, ensuring timely and accurate payments.

· Communicate with vendors and resolve any billing discrepancies.

· Review and process employee expense reports.

· Ensure compliance with the organization's expense policies.

· Reconcile financial discrepancies and ensure accuracy in financial statements.

· Ensure adherence to accounting principles, internal policies, and regulatory requirements.

· Assist in the preparation of budgets and financial forecasts.

· Prepare and maintain documentation for audit purposes.

Support for the Board of Directors:

· Take comprehensive notes during board meetings, capturing key discussions, decisions, and action items for reference and documentation.

· Assist in preparing materials for both virtual and in-person board meetings, including name tags, board binders, and any necessary documentation.

· Coordinate logistics for in-person board events and gatherings, ensuring a seamless and enjoyable experience for all participants.

Collaboration and Team Support:

· Work closely with the APFA team, including fundraising and grants staff, as well as colleagues in the Johannesburg home office, to understand fundraising goals and contribute to special projects.

· Collaborate with other teams to reconcile financial data and resolve discrepancies.

· Participate in internal team meetings and staff retreats.

· Handle credit card expense reporting for the Executive Director.

· Other duties as assigned.

Qualifications:

· Bachelor's degree in finance, accounting, or a related field.

· Proven experience in gift processing, finance, or a similar role.

· Familiarity with QuickBooks and Salesforce preferred.

· Knowledge of financial regulations and accounting principles.

· Nonprofit experience and familiarity with 501c3 compliance.

· Strong attention to detail and organizational skills.

· Excellent communication and interpersonal skills.

· Ability to work collaboratively in a team-oriented environment.

How to Apply:

Interested candidates should submit a resume and a cover letter.

Note: This position will remain open until filled. African Parks Foundation of America is an equal opportunity employer.

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