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 team and under the direct supervision of the Project Director, the Finance and Administration Coordinator will be responsible for carrying Financial and Administrative duties to support the implementation of activities derived from PADF's programming and objectives.
The Finance and Administration Coordinator will be in charge of managing day-to-day tasks to support the operation of the organization... in-country and will interact with PADF’s HQ teams to ensure the appropriate level of compliance with local and USG regulations. S/he must be a master of efficiency, optimizing time and resources to create impact, prioritize while simultaneously handling multiple tasks, and adhering to deadlines.
Essential Duties And Responsibilities
Finance
• Review documents and support monthly financial reports submitted by implementing partners and PADF collaborators as needed.
• Prepare petty cash reports for PADF headquarters in Washington, following standard formats and meeting deadlines.
• Prepare the monthly expense projections for the different PADF projects in Trinidad and Tobago.
• Maintain contact with implementing partners to offer support in the designation of expenses, reporting, and other issues that are assigned by the supervisor.
• Maintain inventory of goods and equipment of the PADF office in Trinidad and Tobago.
• Conduct security checks of suppliers and contractors using platforms provided by PADF.
• Identify and contact suppliers and prepare comparison charts for office purchases.
Administration
• Administer everything related to the operation and office maintenance, guaranteeing the stock of supplies, as well as the coordination with suppliers.
• Establish information management processes according to PADF standards and recommendations.
• Implement and optimize administrative processes in the PADF Trinidad and Tobago office.
• Plan and organize public events, meetings with partners, and/or PADF internal meetings.
• Coordinate the logistics of missions in tasks such as hotel reservations and purchase of airline tickets.
• Prepare per diems and travel expense reports as needed.
• Prepare purchases orders and standard administrative documents for the team.
• Other functions 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 relay 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. Interest in empowering vulnerable communities in Latin American and the Caribbean and/or nonprofit operations is a plus.
• 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.
• Three (3) 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
• Preferably, knowledge of Trinidad & Tobago’s public and legal landscape and framework, including taxes, staff benefits, etc., and working with organizations such as the Inland Revenue Division, Ministry of Finance, and the National Insurance Board of Trinidad and Tobago (NIBTT).
• Communication skills in Spanish would be 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
Trinidad and Tobago