Finance officer

Finance and Admin Officer  GFFO project

Position Title: Finance&Admin Officer

Duration: 6 month fixed term contract with the possibility of extension 

Duty station: Kyiv

Key Tasks and Responsibilities: 

• Make sure that all the records, accounts and financial transactions are booked. 

• Receives funds request from staff and reviews for correct approvals of expenses and completeness of documentation of financial transactions in compliance with guidelines prior to data entry into the accounting system within a reasonable time. 

• Process all invoices accurately and promptly, checking for completeness and eliminating errors, and ensuring payment is made within the appropriate timescale. 

• Data entry of accounting data into the computerized accounting system.  

• File all office financial documents. 

• Track advances in accordance with advance policy and notify staff of outstanding advances. 

• Assist with audits, filing documents, preparing and processing various adjustments and schedules as required. 

• Assist with monthly, quarterly and annual accounting closes. 

• Participate in the partner assessment and due diligence to evaluate partner’s financial controls and systems. 

• Contribute in assisting partners in building budgets and submitting budget amendments when necessary. 

• Review Partnership agreements to ensure all relevant finance reporting, compliance requirements and any other special conditions have been considered 

• Ensure terms of contract and disbursements are compliant with the national legislation 

• Verify partner instalment requests and ensure they are in line with the contracts 

• Facilitate partner disbursements ensuring that all supporting document are attached, and the transfer is approved by the budget holder. 

• Review partner financial reports and Supporting documents to ensure compliance with contractual and donor requirements via monitoring visits, desk and voucher reviews. 

• Support in monitoring partner budgets, actuals and forecasts in collaboration with technical coordinators and escalate identified issues timely and work proactively with partners to resolve them. 

• Maintain an updated tracker of partners’ status and provide regular updates. 

• Facilitate partner expenditure verification and audit when required from the donor. 

• Keep files up to date on the cloud storage – copies of agreements with partners, partnership reports and vouchers. 

• Assisting with the recruitment and onboarding of new employees 

• Developing programmes that enhance employee relations 

• Ensuring employees have correct pay and benefits 

• Delivering compensation and benefit comparison reports to the executive team 

• Promoting equality, health and safety within the company 

• Ensuring that company employment policies follow national laws and regulations 

• Advising executives on matters of salaries, redundancy and employment law 

• Recording and processing confidential information 

Working relationships: 

Internal: 

• Finance/HR Manager 

• Focal Point from HQ 

Required Qualifications und Competencies: 

Formal Qualifications/Competencies: 

• 1 year of professional experience; 

• Experience in managing multi-sectoral activities; 

• Experience working with a non-governmental organization is an advantage; 

• Knowledge of project management cycle; GFFO is an advantage. 

• Proficient use of Microsoft software such as Excel and PowerPoint; 

• Knowledge of accounting systems is an asset. 

Personal competencies: 

• Effective communication and teamwork skills. 

We offer:

1) hybrid work schedule

2) 30 days vacation per year

3) life insurance and health insurance

4) financial bonus from the Head Office to support the family

5) salary indexation according to the euro exchange rate