Finance and Admin Manager

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

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.

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.

• 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.

• 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.

• 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 escalation 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…