Finance and Administration Associate - African Parks Foundation of America

Job Title:            Finance and Administration Associate
Organization:     African Parks Foundation of America 
Reports To:        Director of Finance and Administration
Location:            Washington, DC
Position Type:    Full-Time 

About African Parks Foundation of America: 
African Parks Foundation of America (APFA) is a non-profit organization dedicated to the preservation and sustainable management of Africa's national parks and protected areas. By partnering with African governments and local communities, APFA works to ensure the long-term viability of these vital ecosystems, protecting wildlife, fostering economic development, and promoting environmental sustainability. 
 
Job Summary: 
African Parks Foundation of America (APFA) seeks a Finance and Administration Associate to efficiently handle financial transactions, oversee acknowledgment letters and tax receipts, and manage gift processing. We seek a meticulous individual with a strong understanding of financial processes and the ability to collaborate across teams to ensure seamless gift processing and compliance with financial regulations and organizational policies. This role requires a detail-oriented individual with strong organizational and communication skills, as well as a keen understanding of financial processes. This position will report to our Director of Finance and Administration and will also support our Executive Director as needed.

Responsibilities: 
Gift Processing & Donor Acknowledgements: 
•    Oversee efficient processing of donations and gifts, ensuring accurate records and timely donor information updates.
•    Ensure strict adherence to gift acceptance policies and procedures.
•    Collaborate with the fundraising team to reconcile donor information and promptly resolve discrepancies.
•    Maintain well-organized records of financial transactions related to gifts and donations.
•    Reconcile gift processing data with the general ledger to ensure accurate financial reporting.
•    Take ownership of the acknowledgment letter process, ensuring timely and accurate communication with donors.
•    Manage the generation and distribution of tax receipts in compliance with relevant regulations.
•    Prepare regular reports on gift processing using Salesforce and QuickBooks.
•    Utilize Salesforce and QuickBooks for accurate donor information entry and updates.
•    Reconcile bank statements, donor records, and financial reports for consistency.
•    Investigate and promptly resolve discrepancies to uphold financial accuracy.
•    Craft personalized thank-you notes for the Executive Director and Senior Development Officer to express gratitude to key donors.

Finance Administrator: 
•    Maintain accurate and up-to-date financial records.
•    Record and categorize financial transactions, including invoices, expenses, and receipts.
•    Process and verify invoices, ensuring timely and accurate payments.
•    Communicate with vendors and resolve any discrepancies in billing.
•    Review and process employee expense reports.
•    Ensure compliance with the company's expense policies.
•    Reconcile financial discrepancies and ensure accuracy in financial statements.
•    Ensure compliance with accounting principles, internal policies, and regulatory requirements.
•    Assist in the preparation of budgets and financial forecasts.
•    Prepare and maintain documentation for audit purposes.

Board of Directors Support:
•    Take comprehensive notes during board meetings, capturing key discussions, decisions, and action items for reference and documentation.
•    Assist in preparing materials for both virtual and in-person board meetings, including name tags, board binders, and any necessary documentation.
•    Coordinate logistics for in-person board events and gatherings, such as board dinners, ensuring a seamless and enjoyable experience for all participants.

Collaboration and Team Support: 
•    Work closely with the APFA team, including our fundraising and grants staff, in addition to colleagues in the Johannesburg home office, to understand fundraising goals and contribute to special projects.
•    Collaborate with other teams to reconcile financial data and resolve discrepancies. 
•    Participate in internal team meetings and staff retreats. 
•    Handle credit card expense reporting for the Executive Director. 
•    Other duties as assigned. 

Qualifications: 
•    Bachelor's degree in finance, accounting, or a related field.
•    Proven experience in gift processing, finance, or a similar role.
•    Experience with Quickbooks and Salesforce preferred
•    Knowledge of financial regulations and accounting principles.
•    Nonprofit experience and experience with 501c3 compliance
•    Strong attention to detail and organizational skills.
•    Excellent communication and interpersonal skills.
•    Ability to work collaboratively in a team-oriented environment.
 
How to Apply: 
Interested candidates should submit a resume and a cover letter.

Note: This position will remain open until filled. African Parks Foundation of America is an equal opportunity employer.