Jobs at Humanitarian OpenStreetMap Team (HOT)

About the Role

HOT is seeking an Accountant to provide day to day accounting and administrative support to HOT US and, when necessary, to our sister organizations in the field. The Accountant is a key member of the finance team and will ensure that our books are maintained properly and payments are executed on time among other duties. We place great value on relevant personal qualities such as resourcefulness, initiative, humility and work ethic.

Responsibilities

• Enter transactions and financial activity in HOT’s accounting system to include accounts payable, accounts receivable, cash transactions, payroll accounting, journal entries, etc.
• Collect documentation and set up third-party accounts (vendors, donors, etc.). Create and maintain vendor files in accounting software and correspond with vendors to ascertain complete files such as W8 or W9 forms.
• Prepare or/and organize relevant supporting documents to process payments.
• Assist in providing information for the completion of form 990, the preparation of audit activities, and other accounting functions (update of NICRA schedules, etc.)
• Ensure that financial transactions are properly recorded, reconciled and documented.
• Reconcile all balance sheet accounts prior to closing each accounting cycle.
• Generate invoices to funders and follow up to ensure timely collection of funds. Research all payment inquiries and respond promptly and appropriately
• Prepare monthly financial statements and produce timely and accurate monthly financial reports
• Assist with the classification, recording, and release of restricted funds and periodic change in fund balances.
• Ensure IRS form 1099s are prepared for relevant vendors before the end of the applicable calendar year.
• Prepare monthly wage-related allocations and classifications for staff and contractors.
• Record and maintain the intercompany entries and account balances.
• Work with the Global Finance Associate to ensure the field-based reports are complete and entered in our accounting system on time.
• Enter staff information in Gusto and update all related tax and benefit documents. Investigate all international payments in StoneX.
• Perform the reconciliation and accounting of credit card transactions.
• Perform other duties and special projects as requested by the line manager.

Qualifications

Essential

• Bachelor or Associate degree in business, accounting or finance preferred. Professional qualification (CPA, CMA, CA, CTA, etc.) in lieu of an academic achievement will be considered.
• Minimum of 3 years’ experience working in a similar capacity or as an Accountant.
• Attention to detail and accuracy in work product.
• Proficient in Microsoft Office applications (Word, Excel, Outlook…); ability to use the internet and other digital tools for data entry, research and problem-solving purposes.
• Fluent in English, both spoken and written.
• Working knowledge of at least two accounting software.

Desirable

• Demonstrated success working and communicating effectively in a multicultural environment.
• Self-starter with excellent problem solving skills combined with the ability to multi-task, prioritize duties, and manage time effectively.
• Experience working with a nonprofit organization.
• Has a good sense of humor.

Application Close Date: May 29, 2022 

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About the Role

The Special Assistant role is an exciting addition to HOT’s staff team which aims to increase the overall efficiency and effectiveness of the HOT Leadership Team. The Special Assistant reports to HOT’s Executive Director and serves as a close partner to the Executive Director (ED) and Leadership Team members in the US Eastern time zone including HOT’s Director of Finance and Operations. The Special Assistant supports the ED and Leadership Team members through a combination of project management, writing and editing, research, and high level administrative and relationship support functions.

The Special Assistant role is varied, involving interaction across all of HOT’s 85 staff members in more than 20 countries. The Special Assistant supports the ED and Director of Finance & Admin directly throughout the working day. Typically, about half of each day is spent in events or meetings with partners and staff. The Special Assistant enables this: from arranging schedules, to preparing draft slide decks, meeting agendas, and documenting and sharing outcomes from meetings. This may include conducting research and writing up findings and suggestions prior to meetings. Outside of meetings, the Special Assistant also supports HOT to operate smoothly, taking on management of items such as optimizing calendars, documenting and sharing outcomes from discussions and meetings, creating smooth travel plans for Leadership Team members, and picking up various administrative tasks such as time and expense management.

Responsibilities

• Meet regularly with the ED and Director of Finance & Operations 

Schedule / calendar management

• Develop time allocation priorities with ED and manage the ED’s agenda within those priorities
• Keeps abreast of Leadership Team’s immediate and long-term commitments and plans; identifies conflicts, flags problems for intervention and corrects course as appropriate
• Work with colleagues across timezones to schedule leadership team, senior management team, internal staff, and external partner meetings
• Triage external requests for meetings and work with HOT staff and partners to arrange
• Participates in selected meetings both internally and externally on behalf of the ED and/or the Director of Finance & Operations

Effective meetings

• Prepare meeting outlines and formal agendas
• Research and prepare draft talking points and slide decks using Google Slides
• Document meeting notes/minutes using Google documents and Salesforce; share with staff, voting members, and/or external partners
• Track follow-up actions, communicate, and remind action owners, including high level stakeholders such as Board of Directors and key partners

Email and correspondence

• On behalf of the ED, triage incoming email, organize inbox, and draft email
• On behalf of the Director of Finance & Operations, triage incoming emails
• Review and edit correspondence for accuracy and grammar
• Keep files organized in HOT’s Google Drive file system
• Organize work using digital based tools such as Miro, Loomio, Mediawiki, etc.

Travel, events, and special projects

• Arrange complex international travel itineraries for multiple staff members and group meetings
• Support HOT and OpenStreetMap community event planning and logistics
• Carry out research and analysis on special projects from time to time

We anticipate that the role would spend approximately 50% of your time supporting the Executive Director, 30% of your time supporting the Director of Finance & Operations, and 20% of your time supporting the leadership team and on ad hoc projects.

Qualifications

Essential

• Demonstrated experience in managing projects or providing administrative or operational support within the office of a senior executive
• Track record of working in diverse, international, and virtual office environments
• Fluency in virtual collaboration tools like Google Workspace (Docs, Sheets, Slides), Slack, Salesforce, Loomio
• Outstanding English language written and verbal communication skills
• Ultra-organized and have demonstrated experience with improving your workplace’s organization in a complex, international environment: everything from files to project management
• Able to track and stay on top of own multiple competing priorities as well as the leadership team’s priorities
• Comfortable working independently, yet staying in close contact with other colleagues in HOT and “managing up” to help ensure awareness of deadlines
• Has the drive to grow their career specifically within a rapidly evolving humanitarian and development NGO, and cares deeply about the mission

Application Close Date: May 24, 2022