Administrative Officer

About KIND 

Kids in Need of Defense (KIND) is a global leader in the protection of unaccompanied and separated children who are forcibly displaced from their countries of origin. Launched in 2008, KIND champions a world in which every child’s rights and well-being are protected throughout their journey to safety. 

Building on its extensive programming and successful model in the United States, KIND is expanding in the Americas and Europe to bring its experience to bear in working with unaccompanied and separated children. Our work focuses on addressing the legal and mental health needs of this population; building strong partnerships and engaging in training and capacity strengthening with governments, NGOs, and the private sector; and advocating for systemic and pragmatic reforms to advance the rights of unaccompanied and separated children.

Position Summary

KIND seeks an Administrative Officer to play a critical role within the Workplace Operations team, serving as the primary point of contact for managing all service-related contracts, invoicing, and payment schedules across the organization. This position ensures that all vendor agreements and financial commitments are accurately tracked, timely executed, and aligned with organizational policies and compliance standards. Reporting to the Global Workplace Operations Manager, the Administrative Officer liaises closely with the Finance Department to maintain alignment on payment processing, budget tracking, and vendor compliance. This role is essential in maintaining the integrity of financial operations related to external service providers and ensuring organizational accountability.

This is a remote position based from any location in the U.S. 

• Contract Oversight and Compliance
• Maintains a centralized record of all service contracts and agreements using internal information repositories for easy accessibility.
• Monitors contract terms and expiration dates to ensure renewals, amendments, or terminations are managed proactively.
• Ensures vendor contracts follow KIND's internal procurement and finance policies.
• Coordinates with legal, procurement, and contracts teams for contract reviews and approvals, when applicable.

• Invoice and Payment Workflow Management
• Tracks receipt, approval, and submission of invoices for all contracted services for Workplace Operations.
• Verifies invoice accuracy against contract terms and service level agreements.
• Manages the internal invoice workflow process to ensure timely submissions and approvals.
• Triages or escalates and ultimately resolves invoice issues or inconsistencies with vendors and internal teams.

• Payment Scheduling and Tracking
• Maintains accurate and updated payment schedules for all active vendor agreements.
• Coordinates with the Finance Department to ensure timely and accurate payments.
• Flags upcoming or overdue payments and follow up as needed.

• Discrepancy Resolution and Financial Controls
• Identifies and investigates discrepancies in invoices, payments, or contract terms.
• Collaborates with vendors and finance staff to correct errors and reconcile accounts.
• Ensures that all financial transactions related to vendor services adhere to internal controls and compliance standards.

• Reporting and Documentation
• Generates reports on contract status, payment schedules, and outstanding issues.
• Maintains organized, audit-ready records of contracts, invoices, and correspondence.
• Supports internal and external audits by providing requested documentation.
• Uploads and codes all credit card transactions for both KIND travel credit cards and liaise with our travel partners to source any and all missing receipts to ensure credit card statement completion on schedule.

• Vendor and Internal Liaison
• Serves as the primary point of contact for vendor-related financial coordination.
• Liaises with internal stakeholders to ensure service delivery aligns with contractual and financial expectations.

• Undergraduate degree with 1 year of relevant experience; or high school diploma with a minimum of 5 years of relevant experience.
• Must be fluent in English; Spanish fluency is a plus.
• Minimum of 2 years of experience in financial operations, contract administration, accounts payable or related role.
• Strong understanding of financial compliance, both internal and external, and vendor management practices.
• Experience coordinating across departments in a matrixed or multi-site environment.
• Strong analytical and problem-solving abilities, especially in identifying and resolving financial discrepancies.
• Ability to travel domestically as assigned (10% or less).
• Working knowledge of Microsoft Office Suite (such as Teams, Excel, etc.).
• Ability to work collaboratively and multi-task in our KIND environment, managing numerous priorities and emerging opportunities.
• Excellent organizational skills with the ability to work on multiple projects in a deadline-oriented environment; ability to prioritize tasks and delegate as appropriate.
• Ability to work effectively with people of diverse backgrounds, lived experiences, and communication styles.
• Demonstrate discipline and adaptability to effectively deliver on our core mission of ensuring access to justice and safeguarding children’s well-being and rights.
• Ability to multitask and work with a sense of urgency in a dynamic, fast-paced environment.
• Committed to practicing and supporting wellbeing and a work-home life balance. 
• Experience working and communicating in a remote environment, preferred but not required. 

Our Benefits

- Medical, dental, and vision insurance with KIND paying 100% of the employee only portion of the premium for one of the three medical plan options, dental, and vision. 

- Pre-tax flexible spending account (FSA) for both medical and dependent care.  

- Pre-tax transit and parking spending account.  

- Employer-paid life insurance and accidental death and dismemberment insurance.  

- Employer-paid short and long-term disability insurance.  

For a complete list of benefits, please click here. 

Our Focus on Wellness

KIND recognizes that our ability to help our clients starts with helping our team members. KIND has prioritized wellness for employees through Mindfulness and Wellness Trainings, Wellness Platforms, Employee Assistance and Resilience Programs, Time Away and Office Wellness Activities. 

For more information regarding our Wellness initiatives please visit this link.  

Application Instructions

To be considered for this role, please submit an employment application at supportkind.org/join-the-team, along with your resume and cover letter.

Disclaimer: KIND is committed to an ethical recruitment and hiring process and maintains a firm “no fees” recruitment policy. We will never charge a fee or ask for money as part of the application process. KIND also conducts all interviews via telephone or video conference, and at no time will KIND engage in a text or mobile app-based application or interview process. For more information, please visit the following website: https://supportkind.org/join-the-team/kind-employment-practices/.