Accounts Payable Associate

Date: Sep 14, 2023

Location: New York City, NY, US, 10006 Washington, D.C., DC, US, 20036 Oakland, CA, US, 94612

Organization: Doctors Without Borders | Médecins Sans Frontières

About MSF-USA | Doctors Without Borders


Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization providing medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries. We were formed in France in 1971 as an association by a group of doctors and journalists to go to emergency situations and to treat patients with dignity while bearing witness independently of geopolitical boundaries. MSF is now a global movement of more than 25 MSF organizations, working in over 70 countries. We cooperate as an international, independent, medical humanitarian association that offers medical assistance to populations in distress, victims of natural or manmade disasters, and civilian victims of armed conflict, without discrimination and irrespective of race, religion, age, gender/sex, national or ethnic origin, color, disability, sexual orientation, genetic information, or political affiliation and provides assistance to the population in distress and intervenes worldwide. MSF staff also “bear witness” by speaking out about our work and what is experienced on the ground, not only to draw the world’s attention to crises, but to stand in solidarity with our patients and colleagues who are experiencing these emergencies firsthand.


We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s social mission.


About The Finance Department


The Finance Department supports MSF-USA in carrying out its mission in an effective, efficient, ethical, and accountable manner to its donors and the public at large by managing MSF-USA's financial, budgetary, and accounting practices. The Finance team consists of the following areas - Accounts Payable, Budget, Payroll, and Revenue - and is integrally involved in the Grants management process.



About the Project


The Accounts Payable Associate has the responsibility to complete payments and controls expenses by receiving, processing, verifying, reconciling, and paying invoices, reviewing expense reports, onboarding vendors, and maintaining vendor records. With direction provided by the Finance Manager, this role ensures that accounts payable transactions are processed in a timely manner and support is provided to the Finance Department and mission at large.



What You’ll  Do


Daily Activities, Essential Functions & Responsibilities


Accounts Payable


  • Receive, process, verify, allocate, capitalize, and amortize invoices due for payment in an efficient and timely manner
  • Record expenses accurately to GL accounts, departments, and projects by analyzing invoice and expense reports
  • Review deductions and discrepancies and ensure credits are received for outstanding memos
  • Conduct systematic match and verify vendor invoices to purchase orders
  • Ensure bills are paid in a timely and accurate manner while adhering to departmental procedures
  • Onboard new vendors, maintain vendor master file, and monitor contractual arrangements, where applicable.
  • Correspond with employee and vendor inquiries and requests in a timely manner
  • Verify vendor accounts by reconciling monthly statements and related transaction 
  • Perform weekly vendor disbursements via checks, wires, and ACH payments
  • Review expense reports and corporate credit cards for accurate coding and to ensure adherence to general MSF-USA travel and expense policy. 
  • Ensure Form 1099 reporting requirements are met and adhered to, including accurate recording of taxpayer ID, vender name and address
  • Monthly reconciliation and analysis of credit card activity with follow up on delinquent accounts
  • File, maintain, and distribute documents thoroughly and accurately in accordance with organizational policies and generally accepted accounting principles
  • Provide support for month-end closings and year-end audit preparation
  • Perform other duties, including but not limited to processing transactions, preparing journal entries, reconciling GL accounts, and engaging in other accounting responsibilities as required





  • Participate in team and departmental meetings to share information, brainstorm solutions, and coordinate priorities
  • Evaluate areas of efficiency and improvement. Make recommendations to improve financial and accounting operations based on observation and working with MSF-USA personnel
  • Attend regularly scheduled HQ staff meetings, program updates and several annual office-wide debates to participate in information sharing across all departments and stay informed on important MSF topics



            Extent of Public Contact


Work regularly with vendors and MSF-USA staff to promote timely vendor onboarding, invoice entry, resolve billing issues, and maintain current and accurate records



Who You Are


  • Commitment to the work of MSF-USA and Our Social Mission
  • Interest in Finance and Non-Profits
  • Knowledge of Microsoft Office is required
  • Must be pro-active, self-directed, detail-oriented and organized, as well as work independently in a virtual setting. Curious and creative approach to problem solving.
  • Ability to interact professionally with multiple and diverse cross- departmental stakeholders


Background Preferred




  • Bachelor’s degree in Accounting or Finance preferred
  • Minimum of 3-5 years hands-on Accounts Payable experience required 
  • Demonstrated knowledge of accounting principles and accounts payable procedures
  • Proficient in use of MS Office, Excel, SharePoint, and NetSuite or other ERP system
  • Excellent time management and organizational skills
  • High degree of accuracy and attention to detail
  • Strong written and   oral communication skills
  • Ability to work with minimal supervision and as part of a team
  • Exhibit good judgment and diplomacy
  • Must be dependable and have a strong work ethic


Expected to work in a hybrid  work environment with the ability to come into either the NYC office or regional hub (Washington, DC or Bay Area, California) a minimum of 2 times a week.


Application Deadline: Open Until Filled


No phone calls or emails please. Only shortlisted candidates will be contacted.


Please note that neither relocation assistance nor visa sponsorship will be offered for this position. 


Our staff works a hybrid schedule of two days a week in the office, three days remote. The required days are Tuesdays and Wednesdays from January to June and  September to December.

In office work attendance during July and August is optional.


Your Safety Matters: Vaccination and booster against COVID-19 is a requirement at MSF - USA.


Equal Employment Opportunity and Non-Discrimination

MSF-USA is committed to building a diverse, unbiased, and inclusive workforce. MSF- USA is an equal opportunity employer; we recruit, hire, train, promote, develop, and provide other conditions of employment without regard to a person’s gender identity or expression, sexual orientation, race, religion, age, national origin, disability, marital status, pregnancy status, veteran status, genetic information, or any other differences consistent with applicable laws. This includes providing reasonable accommodation for disabilities, or religious beliefs and practices. Members of communities historically underrepresented in the Humanitarian Aid sector are encouraged to apply.


If you have a disability of some kind and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources by emailing us: 


Reasonable accommodation requests are considered on a case-by-case basis.





Pay Class & Contract Type

Regular FT Hourly Nonexempt 



Starting salary $37.75 per hour/$68,705.00 annually (commensurate with experience)


Working Time (Hours Per Week)


Nearest Major Market: Manhattan
Nearest Secondary Market: New York City