Account Payable Associate

Account Payable Associate, Finance

Location:
United States

Project HOPE is an international NGO with more than 500 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 years of operation 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 respond to humanitarian crises worldwide.

POSITION SUMMARY:
The
primary responsibilities for this position are - managing vendor records, processing
accounts payable transactions, managing credit cards payments, review and
approve staff expense reports, manage travel advances, prepare and file 1099s 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.
Assist in 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 to 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.
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 the annual audit by gathering all AP documentation for auditors.
Support the Finance department daily operations and perform other duties and special projects as assigned.

ESSENTIAL SKILLS AND EXPERIENCE:
Minimum of 2-year accounting degree.
2+ 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: 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.

Salary
range starting at $___TBD____ per year. Compensation for the role is dependent
on several factors, including a candidate's 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.

Notice to applicants: Project HOPE does not conduct direct
solicitation/recruitment via email. Project HOPE never asks job applicants for
payment or financial information at any stage of the recruitment process.
Project HOPE will never send you a third-party check and ask you to cash it. If
you have been recruited via email, please contact Compliance@projecthope.org

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 country 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