Expense Senior Coordinator - Finance

Location: Portland, DC, or US Remote

Valid unrestricted work authorization in the country in which you will be based (United States) is required at the time of application for this position.

Position Status: Full-time, Exempt, Regular 
Salary Level: The salary range for this position is $46,000- $49,000 USD

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department / Team

The Travel and Expense Department oversees the coordination of Mercy Corps travel and expense processes in partnership with external vendors. With the goal of streamlining travel planning, booking, and expense reimbursement processes while maintaining compliance requirements of Mercy Corps and donor policies.

The Position

This position is responsible for completing a range of duties to support the global rollout of Mercy Corps online expense management system (Databasics) and provide post-rollout support to system users. Additionally, this role will provide back up coverage to Mercy Corps travel support team.

Essential Job Responsibilities

• Work with the Director of Travel and Expense in the global rollout of Databasics Online Expense

• Coordinate data cleanup with Country teams

• Gather and organize data on local expense policies for each country

• Become proficient in Databasics backend system configuration, and use that knowledge to set up and customize the system to meet the individual needs of each country

• Test and evaluate the efficacy of the Expense setup for individual countries

• Coordinate with the Finance and Navigator teams on the Databasics-Navigator Integration and Automation project

• Facilitate translation of system support documents and maintain up-to-date versions of all documents in coordination with the Digital Librarian

• Build and generate reports to suit the needs of Finance.

• Crosstrain on system support, troubleshooting, and expense approvals for post-rollout user support

• Provide backup to Travel Administrator with tasks as needed (supporting travelers, troubleshooting issues, etc.)

• Draft or assist in drafting communications to expense system users

• Assist with various Corporate Finance tasks as needed

Supervisory Responsibility

None.

Accountability

Reports Directly To: Director of Travel and Expense
Works Directly With: Country Office Finance Teams, Corporate Accounting, International Finance, Human Resources, Timekeeping System Team

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualifications & Transferable Skills

• Bachelor’s degree or 3+ years of experience in Administrative and/or Project Coordination

• Highly organized

• Ability to learn new systems quickly

• Excellent written communication skills

• Experience working with individuals who speak other languages and utilizing translation services

• Demonstrated history of providing excellent customer service, meticulous attention to detail, and ability to follow procedures, complete tasks, meet deadlines and work well under pressure and cooperatively with team members is required

• Intermediate skills in Microsoft Word and Excel, as well as the ability to navigate the internet and intranet are required

• Demonstrated experience maintaining confidential information

• French or Arabic proficiency preferred

Success Factors

The successful Expense Senior Coordinator will have the ability to work independently and at the same time work fluidly with various teams. They must be able to employ effective time management skills, handle frequent interruptions and shifting priorities, exhibit effective customer service skills, and work effectively with a wide variety of individuals including international staff. The successful Senior Coordinator will thrive in a fast-paced environment prone to rapid change. The most successful Mercy Corps team members have a positive approach, a strong commitment to teamwork and personal accountability, the ability to be flexible and make effective communication a priority in all situations.

Living Conditions / Environmental Conditions

This position can be based in Portland, Oregon, Washington DC, or other U.S. remote location. It may required up to 10% travel depending on location.

**Ongoing Learning
**
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

**Diversity, Equity & Inclusion
**
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

**Equal Employment Opportunity
**
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics
**
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme.** We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.

As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.

Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.

Covid-19 Vaccine Policy for US-Based Employees

Mercy Corps has determined that, in an effort to protect the health, safety, and well-being of all Mercy Corps employees working in the United States, all U.S.-based employees must be fully vaccinated for COVID-19, regardless of prior COVID-19 infection status. This policy is necessary to ensure not only the safety of our workforce, but the ongoing functionality of the organization.

This policy will be revised as needed to comply with federal, state, and local requirements, and to respond to changing guidance from public health authorities.

For new employees this requirement goes into effect within 10 business days of employment.  Team members that travel are expected to comply with host-country requirements, including vaccinations.  Failure to comply may impact your employment.  Proof of vaccination or exemption must be provided.