Job Description

Senior Banking and Admin Officer, Finance

Location: Washington, DC

Project HOPE is an international NGO of more than 1,000 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world's most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local health care organizations around the world. We have 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 Senior Banking and Admin Officer will provide comprehensive, high-level administrative support equally to both the Legal and Finance Departments at Project HOPE. This role requires a proactive, organized individual who is skilled at managing executive calendars, correspondence, and travel logistics, while also supporting financial and legal processes with precision and efficiency.

PRINCIPAL RESPONSIBILITIES:

Executive Support:

• Coordinate and manage the calendars of the General Counsel and Finance leadership, prioritizing meetings, appointments, and travel arrangements.
• Direct and manage incoming and outgoing correspondence for both departments, ensuring timely responses and proper filing of important documents.
• Assist with document management tasks such as copying, scanning, filing, and ensuring legal and financial documents are easily accessible.
• Be proactive and demonstrate the ability to anticipate problems and plan solutions.
• Relying on good judgment and knowledge of the business priorities.
• Provide high-level administrative support in a strictly confidential manner.
• Assist finance and legal executives in managing projects of varying duration and scale that involve industry research, coordinating convenings and project status monitoring.
• Arrange and manage travel logistics, including accommodations, transportation, and the processing of travel-related expenses for both departments.

Administrative & Financial Support:

• Manage financial and accounting-related tasks such as processing payments, managing expense reports, and reconciling financial transactions.
• Collaborate with both departments to ensure smooth operations, including event planning, coordination of team meetings, and preparation of necessary materials.
• Handle all aspects of travel coordination, including travel booking and expense processing for the Legal and Finance teams.

Legal Department Responsibilities:

• Coordinate and process monthly billing for paid legal counsel and obtain quarterly reports on pro bono services.
• Track and manage domestic registration filings to ensure compliance with legal regulations.
• Maintain the Legal Department's internal website, developing and updating training materials, tools, and resources as necessary.
• Support the preparation of legal reports, presentations, agendas, and other documentation.

Finance Department Responsibilities:

• Assist with the preparation, tracking, and processing of financial documents, including purchase orders, check requests, and expense reports.
• Provide administrative support for finance-related meetings, including scheduling, preparing reports, and distributing agendas and materials.
• Support financial reporting and documentation, including tracking pro bono services, expense reimbursements, and departmental budgets.
• Assist with the coordination of financial events and meetings, and handle all related travel arrangements.
• Maintain banking relationships, including coordinating with banks on account management, processing transactions, and ensuring timely updates on banking services and products

Other Duties as Assigned

• Provide additional administrative support as needed to assist the operational needs of both the Legal and Finance Departments.

MINIMUM QUALIFICATIONS:

• Bachelor's degree or equivalent work experience preferred.

• Minimum of 10 years of executive or senior administrative support experience, ideally within legal or finance settings.
• Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and interpersonal skills, with a keen attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with financial or legal management systems.
• Ability to maintain confidentiality and exercise discretion with sensitive information.

• Familiarity with legal billing and financial processing systems, preferred.
• Previous experience coordinating executive travel and complex schedules for senior leadership, preferred.

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: Must be mobile in an office environment and able to use standard office equipment and must be able to communicate in verbal and written form.

• Work environment: Typical office environment with exposure to a minimal noise level.

Salary range starting at $85,000 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.

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