Finance and Admin Manager

Muslim Hands USA
full-timeNew York, NY, USA (fully onsite)Mid LevelManagerUS$65,000 – US$85,000
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Job Description

Finance and Admin Manager

Muslim Hands USA, the American branch of an international Muslim aid agency operating in over 50 countries, seeks a Finance and Admin Manager for its New York office.

About the Role

You will manage finance, accounting, administration and office operations with basic IT coordination support. This is a hands-on position requiring strategic thinking combined with meticulous execution across financial controls, administrative workflows and operational efficiency.

Finance and Accounting Responsibilities

  • Manage day-to-day finance operations: accounts payable and receivable, invoicing, payroll, banking and record-keeping
  • Process and post accounting transactions; maintain the general ledger and support month-end and year-end close procedures
  • Prepare accurate monthly management accounts, cash-flow forecasts, budgets and financial reports for management and the board
  • Complete bank, balance-sheet and system reconciliations; investigate and resolve discrepancies promptly
  • Oversee organizational and donor-restricted budgets; monitor expenditure against approved plans and ensure compliance with donor requirements
  • Coordinate annual budget planning and monthly reviews; produce official monthly, quarterly and annual reports
  • Establish and maintain robust accounting controls, procedures and audit-ready records
  • Liaise with auditors, banks and external advisers
  • Support statutory and regulatory financial reporting and advise colleagues on accounting policies and controls

Administration and Office Support

  • Oversee day-to-day office administration to ensure an efficient, professional working environment
  • Coordinate correspondence, filing, document control, meetings, diaries and general administrative workflows
  • Prepare documents, reports, presentations and meeting papers for managers and teams
  • Manage office supplies, equipment, facilities requests, service contracts and supplier relationships
  • Support procurement: obtain quotations, track purchase requests and maintain supplier records
  • Maintain organizational records in compliance with legal, regulatory and internal requirements
  • Assist with staff onboarding and offboarding, records management and workplace arrangements

IT and Team Support

  • Provide first-line support for routine IT issues (laptops, printers, email, Microsoft 365, video conferencing, office connectivity)
  • Set up user equipment and accounts with external IT providers; maintain accurate asset registers
  • Log, track and escalate technical incidents through resolution
  • Support cyber-security practices and encourage best practices across the organization
  • Serve as responsive point of contact for finance, administration, facilities and systems inquiries
  • Develop processes, templates and tools to improve service quality and accountability
  • Provide occasional support for fundraising activities

Required Qualifications and Experience

  • Bachelor's degree in finance, accounting, business administration or related field
  • At least 3 years' relevant experience in financial management or accounting
  • Demonstrated administrative or office-services responsibilities
  • Working knowledge of bookkeeping, reconciliations, budgeting, management accounts, financial controls and audit support
  • Proficiency in accounting software (e.g. QuickBooks) and strong Microsoft 365 skills (Excel, Word, Outlook, Teams)
  • Ability to resolve routine IT and office-equipment issues; confidence working with external IT providers
  • Strong organizational skills, attention to detail and ability to prioritize across multiple functions
  • Excellent analytical, problem-solving, written and verbal communication skills
  • Ability to handle confidential information appropriately and work collaboratively

Desirable

Professional accounting qualification (CPA) or relevant certification; non-profit experience including donor/grant accounting and regulatory compliance.

Employment Terms

Full-time, 40 hours per week. 12-month fixed-term contract with 6-month probationary period (renewable based on performance). Fully onsite at New York office, 5 days per week. Occasional evening, weekend and travel commitments to support fundraising. Salary: $65,000–$85,000.

Requirements

Must be legally authorized to work in the United States. No visa or work-permit sponsorship provided.

Application

Submit CV and cover letter to vacancies@muslimhandsusa.org. Application deadline: 30 November 2026. Reference: MHUSA-FAM2110.