Finance and Admin Coordinator (National Staff)

WeWorld Background: 

WeWorld is an Italian INGO working across 27 countries globally and a member of ChildFund Alliance (CFA), with extensive experience in implementing multi-sectorial emergency responses (e.g., Syria, Palestine, Haiti, Mali, etc). In Ukraine, WeWorld has been providing multi-sectoral lifesaving assistance since March 2022 in Lvov, Kyiv, Kharkiv, Kherson, Mykolaiv, and Odessa oblasts, as well as in newly liberated areas along the frontline, leveraging existing partnerships and capacity to timely identify and respond to the most urgent humanitarian needs. 

Job Title: Finance and Admin Coordinator

Duty Station: Kyiv 

The Finance and Admin Coordinator is responsible for overseeing and managing the financial, administrative, and human resources functions within the office. This includes ensuring compliance with organizational policies, local regulations, and efficient management of resources.

Key Responsibilities:

1. Administration

• Supervision and Leadership:

Supervise and manage the Finance and Admin Officer and Assistant, ensuring the effective execution of their daily tasks and the timely delivery of monthly outputs.

• Accounting and Reconciliation:

Oversee the monthly organizational accounting reconciliation process (SQUARE).

• Documentation and Archiving:

Ensure proper archiving of original and project documentation in line with internal procedures.

• Bank and Cash Management:

Manage the organizational bank and cash accounts according to internal procedures; liaise with banking institutions for service-related matters.

• Procurement Coordination:

Coordinate with the procurement department to ensure accurate information flow related to the supply chain pipeline.

• Sub-Implementing Partners (Sub-IPs) Financial Oversight:

Review and verify the financial reports, including financial statements and supporting documentation, of Sub-Implementing Partners.

• Payment Authorization:

Prepare and authorize payments for operational costs, including payroll and office/mission running expenses.

2. Human Resources Management

• HR Oversight:

Oversee HR management in the office, ensuring compliance with local labor laws and HQ procedures.

• Tax Compliance:

Review and approve reports on salary and wage taxes for submission to local authorities.

• Payroll Management:

Review and approve the monthly payroll sheet, ensuring accurate cost allocation according to the allocation plan.

3. Finance

• Currency Exchange:

Review and approve requests for currency exchanges based on the cash flow plan.

• Payment Authorization:

Review and approve Payment Authorizations (PAs) in accordance with the internal authorization matrix.

• Expense Management:

Review and approve payment methods for expenses, ensuring appropriate use of bank and cash accounts.

• Reconciliation:

Review and approve monthly bank and cash reconciliations to ensure accuracy and compliance.

 Additional Responsibilities:

• Perform any other duties as reviewed or assigned by the Line Manager, contributing to the overall effectiveness of the finance and administration functions.

The recruitment process may be closed early if a suitable candidate is found. Due to the large number of applications, we apologize in advance and will only respond to profiles suitable for the position.

Please send your CV and Resume Letter in English (max. 1 pages) by email to Відправити резюме with objective> : Finance and Admin Coordinator _Kyiv, no later than September 30th 2024 at 23;59 Kyiv Time.