Finance and Admin Manager

Muslim Hands Inc.; Village of Valley Stream (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

Muslim Hands USA is seeking a Finance and Admin Manager in New York to oversee finance, accounting, administration and basic IT coordination. The role emphasizes accurate financial records, donor reporting, budget management, and dependable day-to-day support across departments with a focus on compliance and service excellence.

The position is a fixed-term 12-month contract with a 6-month probation, onsite at our New York office, 40 hours per week, with occasional fundraising support as needed.

Qualifications

• Bachelor's degree in finance, accounting, or business administration.
• At least three years’ relevant financial management or accounting experience with administrative responsibilities.
• Non-profit sector experience and donor/grant accounting desirable.
• Proficiency in QuickBooks and Microsoft 365 software.

Responsibilities

• Manage day-to-day finance operations including AP/AR, invoicing, payroll, banking, and financial records.
• Prepare monthly management accounts, cash-flow forecasts, budgets and reports.
• Coordinate annual budget planning and monthly reviews with management and donors.
• Maintain audit-ready records and liaise with auditors and banks.
• Provide admin support across departments and assist with procurement and office systems.

Skills

Strong organizational skills

Attention to detail

Verbal and written communication

Team collaboration

Education

Bachelor’s degree in finance, accounting, or business administration

CPA preferred

Tools

QuickBooks

Microsoft 365

Job description

12-Months’ Fixed Term Contract (with a 6-Month Probationary Period), renewable based on performance

Hours

40 Hours

Based at

Other (See Description)

$65,000 - $85,000

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.

Notes

• Strong applicants may be contacted sooner, ahead of the closing date, to hold an online interview with Muslim Hands. Therefore, please familiarize yourself with Zoom, Team Link, MS Teams, and Skype.
• Muslim Hands reserves the right to end the application procedure early should the right candidate be found ahead of the closing date.
• Unfortunately, we will only be able to contact successful candidates, so if you have not heard from us by the closing date, your application will have been unsuccessful.
• Applicants must be legally authorised to work in the United States. No work permit sponsorship, visa sponsorship or immigration assistance will be provided for this position.

Position Summary

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.

Key Responsibilities: Finance and Accounting

• 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.

Key Responsibilities: Administration and Office Support

• 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.

Key Responsibilities: Basic IT Coordination

• 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 user guidance and help colleagues use core office systems effectively.

Key Responsibilities: General Administrative and Team Support

• Act as a responsive point of contact for finance, administration, facilities, and basic systems queries.
• Develop practical processes, templates and tools that improve service quality, efficiency, and accountability.
• Work collaboratively across departments and with diverse stakeholders, maintaining confidentiality and a professional service-focused approach.
• Balance multiple priorities, resolve operational problems and provide firsthand support during busy periods.
• Provide occasional support for fundraising activities as required, helping the organisation achieve its goals and objectives.

Qualifications and Experience

• Bachelor’s degree in finance, Accounting, Business Administration, or a related field; a relevant professional accounting qualification or CPA is preferred.
• At least three years’ relevant experience covering financial management or accounting, with demonstrable administrative or office-services responsibilities.
• Working knowledge of bookkeeping, reconciliations, budgeting, management accounts, financial controls, and audit support.
• Experience in a non-profit environment, including donor or grant accounting and regulatory compliance, is desirable.
• Proficiency in accounting software such as QuickBooks and strong working knowledge of Microsoft 365, including Excel, Word, Outlook, and Teams.
• Confidence in resolving routine IT and office equipment issues and working effectively with external IT support providers.
• Strong organizational skills, attention to detail and the ability to prioritize finance, administration, and service-delivery tasks.
• Excellent analytical, problem-solving, written and verbal communication skills.
• Ability to handle confidential information appropriately and work collaboratively with colleagues, suppliers, advisers, and other stakeholders.

About Muslim Hands

Muslim Hands USA is a registered 501(c)(3) non-profit working to alleviate poverty amongst some of the most vulnerable communities around the World. It primarily focuses on improving access to WASH, providing Health, Education, Food Security and Livelihoods, and responding to Emergencies. The Finance and Admin Manager will play a hands-on role in managing the day-to-day financial operations, ensuring the organization runs efficiently and effectively as well as overseeing the preparation of financial statements, budgets, and ensuring regulatory compliance. This role requires a combination of strategic thinking, detail-oriented execution, and a deep understanding of the financial challenges and opportunities within the non-profit sector.

Muslim Hands is an international aid agency and NGO working worldwide to help those affected by natural disasters, conflict and poverty. Muslim Hands USA is a 501 (c)(3) nonprofit organization (No. 27-4155655).