Benefits:

• Paid time off
• Competitive salary
• Opportunity for advancement
• Parental leave

Finance and Admin Manager

Type: Full-Time

Duration: 12-Months’ Fixed Term Contract (with a 6-Month Probationary Period), renewable based on performance

Hours: 40-hour work week

Based at: Muslim Hands USA office, Valley Stream, New York.

Work Arrangement: Required to work fully onsite at our New York office, five days per week. Occasional evening, weekend, and travel commitments may be required to assist with Fundraising activities.

Role Scope: Finance, accounting, administration, office services, basic IT coordination, and general management support.

Notes:

• Strong applicants may be contacted sooner, ahead of the closing date, to hold an online interview with Muslim Hands. Therefore, please familiarize yourself with Zoom, Team Link, MS Teams, and Skype.
• Muslim Hands reserves the right to end the application procedure early should the right candidate be found ahead of the closing date.
• Unfortunately, we will only be able to contact successful candidates, so if you have not heard from us by the closing date, your application will have been unsuccessful.
• Applicants must be legally authorized to work in the United States. No work permit sponsorship, visa sponsorship or immigration assistance will be provided for this position.

Position Summary

The Finance and Admin Manager is responsible for the effective delivery of finance, accounting, administration, and office support, with basic coordination of IT and systems matters. The role ensures accurate financial records and reporting, efficient administrative operations, and dependable day-to-day support. Working collaboratively across the organisation, the postholder will maintain strong controls, responsive services and high standards of compliance and customer service.

Key Responsibilities

Finance and Accounting

• Manage day-to-day finance operations, including accounts payable and receivable, invoicing, payroll, banking, and the accurate maintenance of financial records.
• Process and post accounting transactions, maintain the general ledger and support month-end and year-end close activities.
• Prepare accurate monthly management accounts, cash-flow forecasts, budgets and financial reports for management and the board.
• Complete bank, balance-sheet, and system reconciliations and investigate discrepancies promptly.
• Manage organizational and donor-restricted budgets, monitor expenditure, and ensure funds are used in line with approved plans and donor requirements.
• Coordinate annual budget planning and monthly budget-review meetings, producing official monthly, quarterly, and annual reports.
• Maintain robust accounting controls, procedures, and audit-ready records, and liaise with auditors, banks, and external advisers.
• Carry out financial data checks, support statutory and regulatory reporting, and advise colleagues on accounting policies and controls.

Administration and Office Support

• Oversee day-to-day office administration and ensure an efficient, professional, and well-organized working environment.
• Coordinate correspondence, filing, document control, meeting arrangements, diaries, records, and general administrative workflows.
• Provide administrative support to managers and teams, including preparing documents, reports, presentations, and meeting papers.
• Manage office supplies, equipment, facilities requests, service contracts, and relationships with relevant suppliers.
• Support procurement activities by obtaining quotations, raising, and tracking purchase requests and maintaining supplier records.
• Maintain appropriate organizational records and help ensure administrative processes meet legal, regulatory, and internal requirements.
• Assist with onboarding and offboarding administration, staff records, and practical workplace arrangements in coordination with relevant colleagues.

Basic IT Coordination

• Provide first-line support for routine IT issues involving laptops, printers, email, Microsoft 365, video-conferencing tools, and office connectivity.
• Set up basic user equipment and accounts in coordination with approved external IT providers, and maintain an accurate asset register.
• Log, track, and escalate technical incidents, following through to resolution and keeping users informed.
• Support good cyber-security practices, including secure password use, access controls, software updates, data handling, and prompt reporting of suspicious activity.
• Maintain simple user guidance and help colleagues use core office systems effectively.

General Administrative and Team Support

• Act as a responsive point of contact for finance, administration, facilities, and basic systems queries.
• Develop practical processes, templates and tools that improve service quality, efficiency, and accountability.
• Balance multiple priorities, resolve operational problems and provide firsthand support during busy periods.
• Work collaboratively across departments and with diverse stakeholders, maintaining confidentiality and a professional service-focused approach.
• Provide occasional support for fundraising activities as required, helping the organisation achieve its goals and objectives.

Qualifications and Experience

• Bachelor’s degree in finance, Accounting, Business Administration, or a related field; a relevant professional accounting qualification or CPA is preferred.
• At least three years’ relevant experience covering financial management or accounting, with demonstrable administrative or office-services responsibilities.
• Working knowledge of bookkeeping, reconciliations, budgeting, management accounts, financial controls, and audit support.
• Experience in a non-profit environment, including donor or grant accounting and regulatory compliance, is desirable.
• Proficiency in accounting software such as QuickBooks and strong working knowledge of Microsoft 365, including Excel, Word, Outlook, and Teams.
• Confidence in resolving routine IT and office equipment issues and working effectively with external IT support providers.
• Strong organizational skills, attention to detail and the ability to prioritize finance, administration, and service-delivery tasks.
• Excellent analytical, problem-solving, written and verbal communication skills.
• Ability to handle confidential information appropriately and work collaboratively with colleagues, suppliers, advisers, and other stakeholders.

Compensation: $65,000.00 - $85,000.00 per year

Overview

When, in 1993, the Bosnian War brought devastation to eastern Europe, a community in Nottingham, England, was moved to take action. This small team of volunteers started by collecting money, clothes and medicine for the struggling people of Bosnia.

From this grassroots movement, Muslim Hands has grown into an international aid agency and NGO. Since then we have responded to numerous emergencies worldwide, and established myriad long-term projects like schools, health clinics and livelihood programmes.

Muslim Hands USA is a registered charity (Charity Registration Number: 27-4155655) with the Internal Revenue Service. Delivery of projects outside of USA is through an affiliated Muslim Hands organization.

Muslim Hands is determined not just to provide immediate relief but to battle the root causes of poverty worldwide. We work beyond the immediate needs of communities, ensuring they have sufficient support for the long-term.

Our Vision

At Muslim hands we believe that everyone has the right to an education; access to food and clean water; and the means to support themselves, their family and their community. Our dedication to fighting the root causes of poverty and creating a fairer world for all are inspired by the values of our faith.

For this reason, we aim not just to meet their immediate needs but to empower people for the long-term.

We tailor our approach to each individual case, looking for appropriate, sustainable solutions to the problems our beneficiaries face. The projects we deliver have made a massive impact on people’s lives, demonstrating that our donors can make a difference.