The Administrative Coordinator provides clerical and administrative support to Atlas’ Deputy CFO, Senior Director for Central & Shared Services, and General Counsel. He/She is responsible for coordinating and monitoring internal and external audit requests within Atlas. He/She coordinates bi-weekly Atlas staff time sheets’ submission and approval process. He/She is responsible for registering Atlas staff for webinars courses/workshops/roundtables. He/She is responsible for creating vendor cards in MSH’s accounting system, for the routing of Accounts Payable’s mailboxes, and for the administrative work linked to global bank accounts’ setup and maintenance and coordinating ATLAS response to corporate information required for donors. The Administrative Coordinator adheres to the MSH Code of Business Ethics and Conduct.
Specific Responsibilities
External Audit Coordination (25%)
- Responsible to develop and maintain detailed external audit tracker that tracks requests received and requests status.
- Responsible to maintain detailed filing of external audit documentation received and submitted.
- Responsible to communicate with staff on their responsibility to submit required documentation, and collect integrity checks, reviews and approvals as needed.
- Assist with contractual and legal research as necessary.
- Liaise in a timely manner with external auditor and the Deputy CFO (for Accounting and FP&A), General Counsel (legal and donor compliance), and the Senior Director for Central and Shared Services (for Contracts/ Procurement) regarding outstanding documentation and questions.
- Accountable for coordinating timely submission of documents to the external auditor.
Administrative and clerical assistance to accounting departments (25%)
- Responsible to create vendor cards in Navigator and upload vendor data from ProActis.
- Responsible to route and label incoming messages from Accounts Payable mailboxes.
- Responsible for administrative work linked to the setup and maintenance of bank accounts globally.
- Provide backup filing support to Accounts Payable department as needed.
Administrative and clerical assistance to general counsel department (15%)
- Facilitate the filing and maintenance Corporate Legal Files.
- Coding of legal files.
- Facilitate organization of corporate and office legal records.
- Take notes during meetings as needed.
Administrative assistance to Atlas Senior Directors (30%)
- Manage Atlas senior Directors calendars, schedule appointments, and assist with meetings preparation as needed.
- Provide general administrative, travel and clerical support, and be available as needed for other assistance
- Take notes during meetings as needed.
Atlas Administration (5%)
Perform other Administrative tasks as required, including but not limited to:
Provide backup coverage in conducting Clearance Verifications.
Register Atlas staff to attend conferences/workshops/round tables.
- Plan and schedule Atlas meetings, retreats and celebrations.
- Participate in the development of ATLAS work plan.
Qualifications
- Bachelor’s Degree.
- 1 year experience in clerical or administrative support of a group.
Knowledge and Skills
- Relevant office experience.
- Very good computer skills, including excel, word, calendar and google sharing. Knowledge of database helpful.
- Knowledge of filing systems required.
- Excellent writing and communication skills.
- Excellent interpersonal skills and ability to work successfully in a team environment.
Competencies
- Very organized.
- Excellent attention to detail and quality.
- Excellent aptitude to learn new systems.
- Adaptable to new and/or unplanned situations.
- Communicates clearly, effectively, and appropriately, verbally and in writing.
- Completes work on time with high quality and within budget.
- Demonstrated competence to handle a variety of activities in a time-sensitive environment.
- Works effectively and contributes to positive work relationships with people at all levels.
Physical Demands
- Keyboard use, pulling drawers, lifting papers <10 lbs.
EEO Statement
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national origin, age, veteran’s status, or disability unrelated to job requirements.
Reports To
Chief Financial Officer and Vice President
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