Purchasing and Accounting Assistant

Purchasing & Accounting Assistant Employment Type: Full-Time, Salaried (40 hours per week) Remote / Hybrid Rate: $30 per hour Reports To: Executive Director or Finance Director Position Summary: The Purchasing & Finance Support Assistant supports both procurement activities and financial operations within Ayan Maternity Healthcare Support. Because this is a newly formalized role, the Employee should expect a period dedicated to: Clarifying job responsibilities, Developing workflow processes, and Establishing coordination systems across departments. The Employee will work closely with the Accountant, who manages tax filings, payroll operations, financial reporting, and other finance-related compliance functions. Key Responsibilities Purchasing & Expense Management: Coordinate and process organizational purchases for programs, operations, and events. Ensure all purchases align with approved budgets and procurement policies. Obtain quotes, approvals, and documentation prior to purchasing. Maintain accurate records of receipts, invoices, and proof of payment. Track delivery and receipt of goods and services. Support emergency or time-sensitive purchases with proper authorization. Accounting & Financial Support: Assist with expense coding by program, grant, or funding source. Prepare documentation for vendor payments, reimbursements, and invoices. Support monthly reconciliations with the Accountant. Maintain organized digital financial records for audits and reporting. Assist with payroll documentation (timesheets, mileage logs, etc.). Support grant and contract financial reporting. Vendor & Documentation Management: Communicate with vendors regarding orders, invoices, and payment status. Maintain vendor files, including W-9s, contracts, and compliance documents. Maintain an updated vendor database. Compliance & Internal Controls: Follow all procurement and financial control policies. Maintain separation of duties and avoid self-approval of purchases. Protect confidential financial and organizational information. Support fiscal reviews, audits, and monitoring visits. Qualifications Minimum 1 year experience in purchasing, accounting support, or nonprofit finance. Experience with QuickBooks Online or similar accounting systems. Strong attention to detail and organization. Ability to work independently in a remote or hybrid setting. Knowledge of nonprofit, grant, or government-funded programs preferred. Compensation Salaried position. Pay rate based on the organizational budget and experience. Volunteer hours, if any, are entirely optional and unpaid.

Created: 2026-03-10