GPH Operations Assistant (944-679)
The GPH Operations Assistant is a hands-on individual contributor and a front line point of contact in the Global Public Health (GPH) Operations Department, responsible for providing operational assistance and financial management support to a growing portfolio of programs and diverse funding sources.
The Operations Assistant supports all the functional areas within the GPH Operations team to include Finance and Administration (F&A), Contracts & Grants (C&G), and Field Operations. S/he works closely with the F&A team and assists in processing program invoices and expense reports to include maintaining the invoice and expense report tracking systems, submitting approved documents to USP Accounting, and archiving electronic and hard copy files. The Operations Assistant also provides support to the C&G team in maintaining all GPH contracts documents and ensuring all necessary contract files are uploaded into the USP contracts management system. S/he also supports the preparation of Purchase Requisitions for both procurement of goods and services.
Roles and Responsibilities:
- Logs and tracks all invoices for payment including payment vouchers or other expense invoices, from initial review through final reimbursement.
- Assists in travel advance reconciliation through monitoring advance requests against completed expense reports and following up with travelers as needed to ensure that advances are cleared in a timely fashion.
- Assists in initiating purchase requisitions, prepares payment requests and assists in other associated tasks as needed.
- Communicates with Finance, Accounting and Treasury department on program accounting related matters and with the Purchasing Department, as required.
- Assists in ensuring all contract documents are uploaded into the USP contracts management systems.
- Scans and files documentation and maintains good record keeping and filing, particularly for F&A and C&G.
- Maintains GPH Operations documents, such as staff travel/leave calendar, staff lists, and provides other administrative support to include preparing shipping packages/documents to overseas locations.
- Performs other related duties as assigned.
- Bachelor’s degree or equivalent experience in relevant fields
- 2 years of relevant experience in accounting, finance, and/or administration of international development assistance programs preferred
- Prior USAID and/or other international donor experience preferred
- Excellent interpersonal and organizational skills with attention to detail
- Demonstrates effective time management and prioritization skills while working under strict deadlines in a fast-paced environment
- Ability to work independently as well as part of a team
- Excellent critical thinking and problem solving skills
- Excellent verbal and written communication skills and ability to work in a multi-cultural environment
- Strong professionalism and accountability, while possessing a customer service mentality.
- Ability to maintain a high level of accuracy and confidentiality
- Proficiency using MS Office suite
- Ability to travel up to 10%
USP offers an impressive benefits package, including:
- Generous paid time off – 13 paid holidays, 10 sick days and 15 vacation days per year to start
- An annual 401(k) contribution, beginning after 1 year of service, of 10% of pay (base and bonus) every pay period that vests immediately
- Comprehensive individual and family healthcare plans with affordable premiums and low annual deductibles ($250/individual or $500/family)
The U.S. Pharmacopeial Convention (USP) is a scientific nonprofit organization that sets standards for the identity, strength, quality, and purity of medicines, food ingredients, and dietary supplements manufactured, distributed and consumed worldwide. USP’s drug standards are enforceable in the United States by the Food and Drug Administration, and these standards are used in more than 140 countries.
Being a part of USP means belonging to a diverse culture made up of more than 1,000 talented professionals working together at five international locations. We share our expertise in science, IT, human resources, quality assurance, communications, administrative management, and more...all to support an overall mission dedicated to making a difference by providing standards and programs that help improve the quality of medicines, dietary supplements, and foods worldwide.
USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. Employment selection and related decisions are made without regard to sex, race, age, disability, religion, national origin, color, veteran status, sexual orientation, gender identity or any other protected class. We are committed to working with and providing reasonable accommodation to individuals with disabilities.
USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP.Job Location Rockville, Maryland, United States Position Type Full-Time/Regular