Finance Project Associate

Job Summary: The Finance Project Associate supports the US Finance Manager & Administrative Officer, and affiliate leadership team members as needed at Company. As an early-stage affiliate of Company requires a Finance Project Associate capable of handling a wide range of activities in a proactive, detail-oriented, and organized manner. The ideal candidate will thrive in an entrepreneurial, mission-driven environment and demonstrate sound judgment, cultural sensitivity, and strong communication and organizational skills. This role involves advanced support tasks within a complex global organization, reporting directly to a functional executive.

Essential Job Functions:

Administrative

• Manage scheduling, calendaring, and logistics of ALL-US and Global-US in-person and virtual meetings with internal and external parties. (Group level, not at an individual Leadership team level except in rare situations which require support in this area.)
• Assist in the development of US Filing archives (structure and organization), maintain electronic and physical files, ensuring all documents are properly organized and easily accessible.
• Maintain electronic and hard copy files of communications, Share Point site/folders and shared drives; act as owner/coordinator of the departmental SharePoint presence.
• Perform general office duties such as answering phones, taking messages, handling correspondence, and managing emails. (Complete routine administrative tasks (copies, fax, supplies).
• Maintain office supplies inventory by checking stock and placing orders as needed.
• Manage incoming and outgoing mail and courier services with accuracy and efficiency, ensuring prompt handling of important correspondences.
• Assist with the coordination of office maintenance and repairs.
• Ensure office equipment is properly maintained and serviced.

Financial Operations Support

• Assist the Finance Manager in all the logistics associated with the establishment and potential relocation of the new corporate head office and ongoing activities connected.
• Concur:
• Ability and skills to make changes to the system and rules when required
• Auditing and/or processing expense reports in compliance with the T&E policy
• Acting as a liaison with Concur for any requests/implementations or reports from the team
• SAP:
• Excellent knowledge of the system, particularly the P0E environment.
• Leading SAP management for non-Medical departments in terms of processing of Invoices (ability to create purchase requests and orders), New Vendor setup and proactivity in obtaining the necessary information from budget owners
• High aptitude for learning and interacting with the IT and accounting functions at HQ.
• Accounting:
• Support HQ accounting with account payable preparation activity mainly connected with the order approval process
• Coordinate with HQ accounting team with respect to account payable process and vendors
• Ensure timely completion of expense reports (credit card reconciliation)
• Good knowledge of the Power BI tool
• Monthly update of spending by cost center and creation of analytical reports upon request from budget owners
• Manage the timely shipment of checks
• Assist in the management of consultants and administration expense in processing the contracts

General Support

• Support with the implementation of new systems as processes.
• Serve as the point of contact for internal and external communications, including handling inquiries and providing information.
• Support new members of Company Ltd with introductions to existing systems and processes and make connections for additional in-depth training as needed.
• Perform other tasks as assigned by the manager and leadership team.

Job Requirements:

Experience / Education

• Bachelor’s degree is preferred, finance and/or bookkeeping training is a plus
• 4 years of administrative work experience is required.

Knowledge / Skills / Abilities:

• Expert proficiency in MS Office Package – especially Outlook (email/calendar), Microsoft Word, Excel, PowerPoint, and SharePoint
• Previous experience and competence working with SAP
• Previous experience and competence working with CONCUR expense reporting
• Ability to learn new systems as required.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Excellent attention to details.
• Ability to maintain confidential information.
• Ability to handle evolving priorities and ambiguity.
• Ability to work independently and as a team member while handling multiple projects with minimal supervision.
• Ability to be proactive, follow up, and prioritize.
• Ability to actively listen while having a good balance of self-assurance.
• Ability to exercise discretion and independent judgment.
• Strong interpersonal skills and the ability to work collaboratively with colleagues from different countries and cultures.
• Aptitude to learn about Company portfolio to enable proactive support to executives.
• Experience supporting remote staff.
• Learning agility.