Finance&Admin Officer

Duration: 31.12.2024 with the possibility of extension

Start date: ASAP 

Place of work: Kyiv 

BACKGROUND: 

humedica e.V., a well-established German humanitarian organization with over four decades of experience, has been actively involved in Ukraine for more than 10 years. Since the beginning of the war in 2022, humedica has significantly expanded its operations to address the pressing needs arising from the crisis. Specializing in intervention within the health sector, but also involved in food, water, sanitation, and shelter sectors, humedica is committed to providing comprehensive relief to those affected by the conflict.

 As humedica expands its footprint in Ukraine, we are seeking dedicated individuals to join our team and contribute to our mission. If you are passionate about humanitarian work, possess relevant skills and experience, and are committed to making a positive impact on the lives of those affected by crisis, we invite you to apply for the following position. Together, let us continue to provide vital assistance and support to communities in need.

DESCRIPTION

1. Essential functions:

• Develop, execute, and manage consultant, subcontractor, and vendor agreements, authorize and approve payments to consultants, subcontractors, and vendors.
• Ensure efficient processing of bank and cash transactions, including reconciliations
• Ensure completeness of supporting documentations for payment.
• Ensure all procurements comply with competitive 3 quotes bidding.
• Manage filing/archiving of all humedica documents and admin files

Review of project receipts and invoices (four-eyes-principle) and all reporting for compliance with project guidelines, humedica rules and donor requirements and communication of the results to Project Finance

Reporting of project expenditures to Project Finance and FPW for bookkeeping purposes

ensure the smooth day-to-day running of the  payroll and be the primary point of contact   for payroll, pension and benefits queries from staff, as well as trip accounting.

1. Accounting:

• Ensure the accounting records are up to date and auditable.
• Ensure the completeness and accuracy of accounting records and closing of accounting books on a timely basis.
• Ensure that supporting documentation for all accounting transactions meet in the very least the minimum requirements of the agency and donors.
• Ensure that all changes in budgets are duly reflected in the agency’s accounting system.
• Ensure production of monthly financial statements and other financial reports as needed according to the deadlines established by humedica.
• Ensure the timely preparation and review of all cash and bank reconciliations.
• Review inter-fund, and inter-organization reconciliations.
• Ensure proper cost allocation and cost recovery.
• Review and distribute monthly financial statements to the humedica project managers and Finance/Admin Manager on a timely manner.
• Ensure set-up of new project books and regular back-ups of finance data.

1. Program audits 

• Provide support role in audits (internal and external) including preparation of documents for internal, external and donor audits), in the field office when necessary. 
• Liaise with internal and external auditors on audit related issues.
• Facilitate auditors in performing on-site visits. 
• Assist in providing management responses to audit reports and timely implements the audit recommendations.