Accounting, Procurement and Administrative Coordinator

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY – This position is based in Toliara, Madagascar

The Accounting, Procurement, and Administrative Coordinator is in charge of managing the daily accounting function, processing all transactions in the accounting system, and providing operation and administrative support to ensure the efficient functioning of the office. They are responsible for the execution of the procurement of goods and services, the overall logistical support for the office, and reports to the Operation Manager. Duties include coordination of events (meetings and workshops), fixed asset inventory, management of support staff (cleaners, guards, and drivers), and travel and accommodation arrangements for Conservation International (CI) staff and partners. They ensure compliance with CI’s policies and procedures.

This position supervises staff. Duties are performed under the Operation Manager.

Accounting

RESPONSIBILITIES

• Examine invoices, travel expenses reports, and cash advance reports to ensure that procedures are followed.
• Manage payments and track bank account balances.
• Processing all transactions in Business World to ensure all transactions are recorded (invoices, payments, petty cash, General Ledger).
• Participate in the monthly/yearly closing activities.

Administration And Logistics

• Manage day-to-day office building and ensure the smooth running of the general services.
• Maintain the office condition and coordinate necessary repairs.
• Manage delivery and distribution of documents, goods, and materials. Provide support for meetings and events of the main office by preparing workspaces, meeting management, and logistics.
• Prepare travel accommodations and arrangements for CI staff and Partners (hotel, transportation by air flight, cars, and per diem).
• Manage the petty cash.
• Make deposits related to travel reimbursement.
• Prepare debit notes.
• Operate and maintain copy machine and other office equipment,
• Ensure vehicle management by organizing driver, missionaries, and vehicle movements, following up on vehicle administrative papers, vehicle maintenance, repairs, fuel expenses versus day-to-day or mission vehicle movements.

Procurement

• Maintain administrative files on procurement.
• Identify new opportunities and negotiate with vendors the terms of procurement contracts to secure advantageous terms in the best interest of CI’s main office. Manage and update the “Preferred vendor” list per the CI’s criteria.
• Assist the staff in the preparation, execution of the procurement plan of the main office for all supply of goods and services in line with the department’s workplan needs.
• Perform related duties as assigned.
• Support staff management.
• Ensure that support staff including drivers, services of guards, and housekeepers perform their work in accordance with their roles and responsibilities.
• Report any concerns, requirements, and changes that may affect the work.
• Assess their annual performance and provide guidance to ensure maximum efficiency to the support staff.

WORKING CONDITIONS

• Typical office environment.
• Travel expected.
• Flexibility to work beyond normal work hours as needed.
• Guidance on flexible work arrangements will be shared during the interview process.

Qualifications

Required

• High school diploma
• 2 to 4 years of related work experience in providing administrative and office support. E xperience in procurement duties and negotiating skills.

Preferred

• (Bac+2) in Accounting, Management or Administration, or similar,
• Proficiency with MS Office, Google Mail, and web researching skills.
• Strong organization and communication skills. Ability to prioritize and manage high volume and varied tasks and meet deadlines.
• Service focus. Courteous, tactful, and proven ability to work effectively with others from a variety of disciplines, cultures, and backgrounds.
• Ability to manage teams.
• Ability to work under general supervision.
• Uses time efficiently.

To apply for this position please submit a resume and cover letter.

Application Deadline: January 3, 2025 (11:49 PM EST)

See all Conservation International Career Opportunities HERE

Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.