Administration and Finance Assistant, Global Operations

Wildlife Conservation Society
June 10, 2021
New York City, New York
Post Type
Experience (minimum)
2-5 Years
Education (minimum)
Travel Required?
Not specified
Base Salary
Not specified


The Wildlife Conservation Society (WCS) saves wildlife and wild places worldwide through science, conservation action, education, and inspiring people to value nature. WCS envisions a world where wildlife thrives in healthy lands and seas, valued by societies that embrace and benefit from the diversity and integrity of life on earth. WCS seeks to conserve the world's largest and most ecologically intact wild places. These places are home to more than 50 percent of the world's biodiversity and sustain over 300 million of the world's poorest people.

Position: Administration and Finance Assistant, Global Operations

Department, Division: Global Operations, Global Conservation Program

Reports to: Business and Grants Manager, Global Operations

Coordinates with: Program staff (eg Forests and Climate Change team, Markets team); WCS departments including Office of General Counsel, Human Resources, Purchasing, Accounting, Payroll, and IT.

Principal Responsibilities

WCS seeks a well-organized and committed individual to support the program administration and financial management of various conservation initiatives supported by the Global Operations team.

The Administration and Finance Assistant serves as a facilitator between program staff and other departments within WCS, including the Office of General Counsel (OGC), Human Resources, Purchasing, Payroll, Accounting and IT.  The successful candidate will join a small team located at the Bronx Zoo in New York and a larger, diverse team based remotely throughout the US and globally.

Program Administration

•    Understand WCS procurement policies, and provide guidance to program staff on procurement of services, consultants, and office equipment;
•    Act as liaison with Purchasing Department and OGC, and assist in the preparation of contracts and purchase orders;
•    Ensure timely payment of sub-awardees and contractors by reviewing invoices, resolving billing issues and completing payment requests;
•    Prepare reimbursement requests for staff, and assist with management of corporate credit card expenses;
•    Coordinate with relevant departments to assist in HR and IT related requests and resolve any issues;
•    Maintain program files and databases, including grants, contracts, proposals, and financial records, to ensure proper document management;
•    Ensure that program staff are aware of WCS and project administrative, contractual, and financial tools and processes;
•    Regularly meet with administrative staff across WCS, including other programs in Global Conservation, to coordinate administrative processes;
•    Support Business and Grants Manager in business process mapping and assist in improvement of standard procedures and control of workflows.

Support to Financial and Grants Management
•    Conduct salary analyses and provide regular updates on time and effort reporting to program staff;
•    Coordinate with accounting and payroll teams to complete accounting adjustments and assist Business and Grants Manager in closing grants and with the fiscal year end;
•    Assist in compiling supporting documents and responses to audits and donors’ requests;
•    Assist with setup of new grant and subgrant agreements in the accounting system and monitor milestone and reporting schedules;
•    Provide assistance in subgrant management as needed.

Qualification Requirements

•    A bachelor’s degree plus 3-5 years of directly related experience,
•    Detail-oriented with excellent organizational skills, including responsiveness to multiple, simultaneous projects and demands,
•    Ability to set and follow priorities and meet deadlines,
•    Ability to communicate well with a globally-located, culturally-diverse team,
•    Ability to work independently and without daily instruction and monitoring,
•    Proficiency with Microsoft Office suite of products, particularly Excel, Word, and Outlook,
•    Experience with nonprofit administration is preferable,
•    Understanding of budgets and financial management is required.

WCS is an equal opportunity employer dedicated to hiring and supporting a diverse workforce. We are committed to cultivating an inclusive work environment and look for future team members who share that same value. EOE/AA/M/F/Vets/Disabled

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