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. 
This position is contingent upon continued funding.

Essential Functions

• 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.

Qualifications and Requirements

• 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 abili