Position Description

Finance and Administrative Assistant
Location Brazil
Department General-OP
# of openings 1
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Vital Strategies, based in New York City, is an international public health organization. We develop and oversee programs to strengthen public health systems and address leading causes of illness, injury and death, providing expertise in project implementation and management, strategic communications, epidemiology and surveillance, and other core public health capacities. Our specific programs include, tobacco control, road safety, obesity prevention, and activities to strengthen public health data systems and the use of public health data to guide policy and decision-making. Activities are based in low- and middle-income countries and cities in Africa, Latin America, Asia and the Pacific. Please visit our website at www.vitalstrategies.org to find out more about our work.

Vital Strategies is looking for qualified candidates to apply for the Finance and Administrative Assistant position in its Sao Paulo office. The Finance and Administrative Assistant will provide operational and finance support to a small but hardworking and passionate staff.

Core Duties and Responsibilities

Reception and Common Spaces

  • Receiving, screening, and directing visitors, phone calls, mail, parcels, faxes, and email;
  • Scheduling and managing appointments, meetings, and teleconferences;
  • Manage meeting room bookings and reset meeting room after meetings;
  • Ensure common space and utilities are well maintained;

Operations:

  • Travel planning and support including visas, per diem, cash advance, and travel expenses;
  • Managing and executing logistics for local meetings and workshops;
  • Contact for building management and external vendors (IT support, security and cleaning providers, etc.);
  • Maintaining stocks of branded materials and office supplies;
  • Maintaining paper and electronic document storage systems;
  • Maintain records for local office inventory and disposition of assets register;

Finance

  • Review invoices and other payment requests to ensure proper coding, approval, and support documentation; 
  • Record invoices, wire transfer payments, internal bank transfers, and other transactions in the finance system (Exact);
  • Process payments by check or wire transfer
  • Work with accounting provider to check taxes;
  • Assist monthly reconciliation of bank statements and closing;
  • Maintain financial documents, contract agreements, reports, and memorandum to ensure completeness for compliance and auditing;
  • Assist in building and improving processes within the organization;
  • Under the direction of the operations management, support the Vital Strategies purchasing and contracting process;
  • Support management team to ensure centralized procurement policy requirements are implemented, such as purchasing approvals, workflows, and bidding procedures;

Project Support/ Other

  • Providing executive assistance to the Country Director, as needed;
  • Work under guidance from the Operations Management team during projects, as needed;
  • Other special projects and program support, as needed.

Qualities and Qualifications

  • Bachelor’s degree in Management, Finance, Accounting, Economics, International Relations, Public Management, or related field
  • 1-2 years of experience, preferably within a non-profit or similar settings
  • Intermediate to advanced expertise in MS Excel, including proficiency in using pivot tables
  • Highly organized, accurate, reliable, and able to manage a range of tasks with multiple deadlines
  • Excellent verbal and accurate written skills
  • Intermediate to advanced level of English 
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