Administrative and Finance Assistant / Coordinator – Health GAP (Global Access Project) – Brooklyn, NY

We’re looking for an Administrative and Finance Assistant or Coordinator to join our dynamic team working to eliminate barriers to global access to affordable life-sustaining medicines for people living with HIV/AIDS.

You will serve as all-important organizational glue, providing support in a variety of areas to Health GAP’s Managing Director, Executive Director and campaign staff. We’re looking for a self starting, multi-tasking pro who loves a challenge, is able to hone in on important details, and is tech and social media savvy. The ideal candidate is people-oriented, comfortable working in a multi-cultural organization where more than 50% of staff work remotely, and shares our passion for social justice.

This is a full-time, New York-based position that will report primarily to the Managing Director. We are a small organization, so you must be willing to roll up your sleeves and work. As a small, dynamic non-profit advocacy organization, we offer you the opportunity to grow with us, as you learn about and help shape our mission-driven work.

Health GAP is an equal opportunity employer. People living with HIV, people living with disabilities, women, people of color, and LGBT candidates are strongly encouraged to apply.

About us

Health GAP is a dynamic, action-oriented advocacy group dedicated to achieving equitable access to treatment and care for people with AIDS in developing countries. Created in 1999 by a group of U.S.-based AIDS and human rights activists, public health experts, fair trade advocates, health professionals and other concerned individuals, we combines high-level policy analysis and advocacy with grassroots campaigning, to challenge and circumvent harmful or obstructionist policies and practices that frustrate efforts to address the AIDS pandemic and to mobilize the resources needed to scale up and sustain the global response to the epidemic. We currently have staff based in the United States, Uganda and Kenya.

Responsibilities
Administration

Be responsible for maintaining, and developing where necessary, the administration of filing systems (both paper and electronic)
Be responsible for updating master contact databases
Be responsible for dealing with day-to-day IT queries and other technical requests
Be responsible for maintaining and updating the Health GAP organizational calendar
Organize team meetings, circulate reminders and agendas, and take and circulate minutes
Perform general administrative duties
Help organize and provide logistical support for meetings, fundraisers, actions, and other events as required
Be responsible for coordinating and sending alerts, newsletters and updates—with content input from other staff

Be responsible for basic updates to organizational webpages and work with other staff to update social media feeds

Finance

Be responsible for financial record keeping and administration – Ensure that all finances are properly administered and monitored in accordance with Health GAP’s financial regulations and controls
Work with accountant to prepare monthly financial reports
Be responsible for tracking petty cash, keeping appropriate records, and maintaining reconciliations
Maintain bank records and perform bank reconciliations and other transactions
Assist the Managing Director in the maintenance of records to meet legal and tax requirements and with audit preparation

Human Resources

Ensure that the payroll company manages payroll effectively
Assist with on-boarding new staff
Track staff time-off and over-time for part-time staff

Requirements

This is a demanding role that requires hard work, dependability, a can-do attitude and a great sense of humor. The core competencies that any successful candidate will display are:

A Bachelor’s degree, accounting or finance background preferred but not required
At least 2-3 years (Assistant-level) or at least 4-6 years (Coordinator-level) experience in an administrative and support role
Background in accounting, or hands on experience setting up and/or maintaining financial systems, is preferred
Great ability, and proven track-record, multi-tasking
Excellent written communication skills
Technologically and social media savvy
Highly organized and detail-oriented approach
Dependability, with a commitment to being on-time and prepared
Flexible, pro-active, team-player
Strong computer skills, including a high degree of proficiency with Microsoft Word and Excel. Previous experience using QuickBooks, or other accounting software, is a plus.
Professionalism, efficiency and results-oriented delivery on short timelines
Basic knowledge about HIV/AIDS, health and/or other human rights issues.
Demonstrated passion and commitment for advancing health, human rights and social justice more broadly.

How to apply

Interested candidates should submit a cover letter and curriculum vitae to jobs@healthgap.org by August 24, 2015. In your cover letterplease indicate which level of position (Assistant or Coordinator) you hope to be considered for. Applications will be reviewed on a rolling basis.

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