Finance and Administration Senior Coordinator, Programs and Finance, Jamaica

Position Description

About PADF

The Pan American Development Foundation (PADF) believes in creating a hemisphere of opportunity, for all. We work across Latin America and the Caribbean to make our region stronger — more healthy, peaceful, just, inclusive, resilient, and sustainable for current and future generations. For over 60 years, we have served the most vulnerable communities, investing resources throughout the hemisphere. We partner with and enable civil society, governments, and the private sector for the greater good of the region.

Position Overview

In coordination with the PADF Jamaica project teams, HQ programs team, and under the direct supervision of the HQ Finance Team, the Finance and Administration Senior Coordinator will be responsible for executing Financial and Administrative duties to support the implementation of activities aligned with PADF’s programming and objectives.

The Finance and Administration Senior Coordinator will manage day-to-day operations to support the organization’s in-country activities and will collaborate with PADF’s HQ teams to ensure compliance with both, local and USG regulations. The Finance and Administration Senior Coordinator must be highly efficient, adept to optimizing time and resources to maximize impact, while effectively prioritizing and managing multiple tasks to meet deadlines.

This position is based in Kingston, Jamaica; and it is expected to work in a hybrid format.

Essential Duties and Responsibilities

Finance:

• Review documentation and provide support for monthly financial reports submitted by implementing partners and PADF collaborators as required.
• Prepare petty cash reports for PADF headquarters in Washington D.C., adhering to standard formats and meeting all deadlines.
• Develop monthly expense projections for various PADF projects in Jamaica.
• Maintain ongoing communication with implementing partners to provide assistance in expenses classification, reporting, and other tasks as assigned by the supervisor.
• Manage the inventory of goods and equipment for the PADF office in Jamaica.
• Conduct security checks on suppliers and contractors using the platforms provided by PADF.
• Identify potential suppliers, conduct comparisons, and prepare detailed charts for office purchases.
• Prepare and process local bank payments.
• Act as the contact person with the outsourced accounting and legal firms. Coordinate local payroll and process employees and statutory payments.

Administration:

• Oversee and manage all aspects of office operations and maintenance, ensuring an adequate supply of materials and effective coordination with vendors.
• Develop and implement information management processes in alignment with PADF standards and guidelines.
• Optimize administrative processes within the PADF Jamaica office to enhance efficiency and effectiveness.
• Plan and coordinate public events, partner meetings, and/or PADF internal gatherings.
• Manage logistics for missions, including hotel reservations and airline ticket purchase.
• Prepare per diem’s allowances and travel expense reports as needed.
• Prepare purchases orders and other standard administrative documents to support the team.
• Perform additional tasks as assigned by the supervisor.

Competencies

• Attention to Detail – Works in a conscientious and throughout consistent manner. Identifies multiple sources/approaches of information to ensure that details are addressed.
• Technology Savvy – Easily adopts and uses technology, stays current on new digital tools, recommends, and implements technology improvements as initiative.
• Communications – Coordinates the creation of communications and relays information across the workgroup. Ability to build and maintain excellent interpersonal relationships across the organization.
• Customer Service – Assesses and understands the needs of the organization; recommends, builds, and implements processes that effectively address those needs.

Personal Characteristics

• Results Oriented – Contributes to and delivers on workplans to achieve work group objectives.
• Energy and Passion for Social Impact – Finds opportunities for improvement. Works independently without requiring heavy supervision.
• Learning Agility – Learns fast and in multiple ways and applies new learning to create new and better ways for the organization to deliver services.
• Efficiency – Nonprofits operate in a context where it is essential to be able to do more with less while keeping high-quality standards.

Qualifications

Required

• Bachelor’s degree in administration, international business, finance, accounting, or related areas.
• Five (5) years of experience in similar roles.
• Knowledge of local tax and finance regulations and laws in country.
• Knowledge of Windows packages (Word, Excel, and PowerPoint), teleconferencing platforms (Zoom and Teams), and hardware (laptops, projectors, audiovisual systems, etc.).
• Excellent writing skills in English.

Desirable

• Knowledge of Jamaica’s public and legal landscape and framework, including taxes, staff benefits, reporting requirements and filing timelines for companies, charitable organizations etc., working with organizations such as the Tax Administration Jamaica (TAJ), and the National Insurance Scheme (NIS) is preferred.
• Knowledge of U.S. government donor funded rules and regulations is a plus.
• Knowledge of other donor-funded rules and regulations (Canada, EU, IADB, World Bank, UN, UK, etc.) is also a plus.
• Communication skills in Spanish would be a plus.
• Interest in empowering vulnerable communities in Latin American and the Caribbean and/or nonprofit operations is a plus.

More About PADF

PADF is an independent 501(c)(3) nonprofit organization established by the Organization of American States (OAS) in 1962. www.padf.org

PADF’s core values. “H-E-A-R-T” = Honesty, Excellence, Accountability, Respect, and Teamwork.

Diversity. PADF is strong because we are diverse. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. PADF does not discriminate based on ability, age, gender identity and expression, national origin, race and ethnicity, religious beliefs, sexual orientation, or criminal record. We welcome all kinds of diversity. Our employees include people who are parents and nonparents, the self-taught and university educated, and from a wide span of cultures, languages, socio-economic backgrounds, and perspectives on the world.

PADF is committed to safeguarding employees and those we serve, addressing inappropriate behavior, discrimination, and harassment. We take an intersectional approach, promote gender equality, and follow our Global Code of Conduct emphasizing our H.E.A.R.T. values. The code covers various aspects, including anti-trafficking, PSEAH (Protection against Sexual Exploitation, Abuse and Harassment), whistleblowing, and online safety.

PADF is an Equal Opportunity Employer

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements