Accounts Payable 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 Arlington, VA
The Accounts Payable Coordinator works closely with the Accounts Payable Manager and Accounts Payable Sr. Coordinator to review vendor setups, invoices, and expense reports and assists with initiation of payments within the banking system and check mailing process. They also review W-8/W-9s and assist the Manager with the preparation of the 1099 forms. The Coordinator will assist with month-end close journal entries, year-end analysis, and reconciliations. This position will support employees with CI’s corporate credit card program and send outstanding expense report listings.
RESPONSIBILITIES
Key responsibilities:
- Vendors and Invoices: Review and approve new vendor requests with corresponding tax forms, review and approve all invoices, including grant payments, consultant payments, and other vendor payments paid out of the US in our accounting system. Review supporting documentation (invoices, contracts, etc.) and selection of correct account coding. Work directly with Program staff to resolve any questions or discrepancies.
- Banking and Payments: Initiate payments in banking software to be approved by the AP Manager, and update and manage new and existing banking information. Ensure banking information and changes follow appropriate control procedures in place to mitigate potential fraud.
- Expense Reports: Review and approve US employees’ expense reports and cash advances in Concur for appropriate documentation, correct coding, and compliance with CI policies.
- Accounting: Review and reconcile US AP-related accounts, and flag old or odd items. Ensure all items are accrued in the proper period or in prepaids. Transfer personal expense transactions Prepare journal entries for corrections as needed.
- Credit Cards: Administer the CI credit card program (open, close, adjust credit limits, support card usage issues, and prepare and distribute regular reporting of outstanding expense reports).
- Customer Service: Provide support to internal and external stakeholders. Respond to questions and requests as needed.
Additional responsibilities:
- Support check payment process, including distributing check payments in accordance with policy.
- Maintain W-9 and W-8 files.
- Maintain/update corporate credit card agreements on file. Ensure all cardholders have completed the credit card agreement.
- Assist AP Manager with annual 1099 reporting.
- Prepare schedules and pull supporting documentation as needed for audits.
- Identify potential control gaps, risks, and process/policy improvements.
- Assist with special projects and other duties as assigned.
WORKING CONDITIONS
- Typical office environment.
- No travel is expected.
- This position follows a hybrid work structure, working some days from the office and some remotely. Guidance will be shared during the interview process.
QUALIFICATIONS
Required
- High school graduate
- 2 to 4 years of Accounts Payable or Accounting experience.
- Experience with preparing journal entries and reconciliations.
- Strong use of Excel.
- Strong attention to detail and diligent.
- Customer service-oriented
- Ability to prioritize tasks.
- Strong organization, communication, and interpersonal skills.
- Proven team player
Preferred
- Bachelor’s degree in Accounting or business-related degree.
- Experience with BusinessWorld and Concur systems.
- Experience working in an international not-for-profit organization.
To apply for this position please submit a resume and cover letter.
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.
As a science-based organization, CI follows CDC recommendations for COVID-19 and other vaccines. Accordingly, for the health and safety of our employees, their families, and our community, subject to applicable local law, all Conservation International staff are expected to be vaccinated against COVID-19. However, vaccination is no longer a mandate or condition of employment and employees are not required to provide proof of vaccination. This means we will not require an individual to be vaccinated to enter a CI office, attend CI events or travel on CI-related trips. This applies for our community partners as well. This vaccine expectation applies to all team members working remotely, in a hybrid work arrangement, and on-site. Job applicants are NOT required to state their COVID-19 vaccine status in their application.
