Finance Officer

Overall job purpose

To manage and record the Transactions into the SUN Accounting Software and ensure payments to allsuppliers based on the invoices generated from Logistics and administrative Offices; Process all the PaymentVouchers ensuring all necessary supporting Documentations are available, appropriately signed by variousauthorities.

Tasks:

- actively supports the values of Johanniter and shapes programme work according to these values;
- together with the Head of Mission and Finance Coordinator, ensures the development andimplementation of the Johanniter International Assistance strategy in her/his area of responsibility;
- contributes to the development and implementation of the global strategy of Johanniter InternationalAssistance.

Leadership? 

- actively lives the Johanniter’s leadership principles by fostering trust, embracing diversity,communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive,inclusive, and adaptable work environment. This is reflected in the day-to-day activities in line with theCode of Conduct and related policies to achieve our goals.

Administrative Duties? 

- leads the field office finance department and participates in budget development, budget monitoringand review meetings;
- ensures that expenditures are properly recorded in SUN upload template? 
- manages cash & bank books and reports any discrepancy to the Country Finance Manager forfurther action;
- records all the transactions into the Cash and Bank Book and ensures that the booking textsconforms to the organizational financial guidelines, L codes are completed;
- files all cash counts report in separate file for audit purpose;
- ensures accuracy and completeness of the cashbooks and ensure proper filling of all financialdocuments;
- extracts Budget Monitoring Reports from SUN System on 12 th of each month, organize monthly BVA’sreview meetings with Program staff;
- discusses over/underspending issues and share report feedback to country office? processes volunteer payment to country office for approval;
- monitors volunteer payment and ensures that all volunteers are paid on a timely basis;
- monitors finance activities (trainings at field, construction work etc.) and ensures that payment isreleased to the right person and in transparent manner.

Processing and payment to suppliers/vendors

- receives payment requests from Logistics department and prepare the voucher of payments andsubmits them for authorization and approval ensuring that all documentation is properly signed anddated correctly;
- ensures that all receipts and its supporting documents are stamped using the Johanniter Approval/Paid stamp and that all invoices and or receipts are signed by the suppliers;
- pays market visit on random basis to cross check prices of different items to ensure that prices offeredto Johanniter are matching the market prices;
- ensures the invoices are arranged in a chronological order and file them accordingly in the variousfiles for each cashbook;
- ensures that all checks to suppliers and bank transfers are done when necessary and assistswith banking related issues.

Cashbook Management and Financial Reporting? 

- maintains the Cashbook in specified SUN upload template, ensuring that all transactions are properlyrecorded; 
- ensures booking text descriptions, L-codes (project code L1, JUH budget lines L2, donor budget linesL3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated; 
- uploads cash reports on SUN system for country office review and posting.

Compliance? 

- ensures the management of cash boxes (following up advances and maintaining the advancesregister, physical inventories, expenditure conciliations, etc.);
- prepares monthly cash forecast of the projects in coordination with Field Manager and submit tocountry finance department for approval and timely disbursement;
- checks purchasing procedures are followed (RFPs, PA, and Payment Vouchers are systematicallysigned by authorized persons);
- checks that expenditures are validated by the management taking into consideration all the ValidationThresholds of Johanniter for Project Coordinators, Senior Program manager, Head of Mission and theDesk Officer at the HQ;
- checks the justification documents and their conformity (requisition forms, quote analyses, invoices,inventories, etc.) in for all the transactions done before payments are made;
- ensures all vouchers from Field Office are copied after thorough checking of all necessarydocumentations, relevant signatures and any other requirement as per the financial guidelines; 
- ensures all vouchers are properly filed for audit purpose and access to the documents is limited tofinance staff only.

Field Finance Responsibilities? 

- validates field accountancy, by checking the cashbook entries in Office and works together with theFinance Assistant to ensure accuracy, consistency and completeness of the cashbooks; 
- closes monthly finance report on 28 th of each months and share with country office for review anduploading on SUN System;
- performs monthly cash counts with Field Manager, signs, scans and sends them to the country officewith monthly vouchers on 30 th of each month;
- analyses cash box disparities and inform the Country Finance Manager or Finance Coordinatorimmediately in case of any differences realized.

Administrative Procedures? 

- maintains all administration files;
- receives, distributes, circulates and files all documents that come into the office;
- distributes documents to other agencies;
- follows up on the COLA of international staff (if applicable) and ensures payments are made by thefirst week of every month.

Person Specification

Professional Qualification and Experience:? 

- Relevant qualification in Business Administration, Accounting, or Management or equivalent;
- Minimum of two (2) years of solid experience in financial management, and administration in an INGOsetting;
- Professional in Excel, Words and computerised accounting. Knowledge of the SUN System or anyaccounting software is essential.

Skills? 

- Honest and of high integrity;
- Ability to Multi-task while maintaining a stringent eye on detail;
- Excellent interpersonal, communication, negotiation and representation skills? Accurate and precise work style;
- Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines; - Flexibility, ability to adapt, good team player, discrete, responsible and innovativ;
 - Fluency in English. Knowledge of local languages will be an added advantage.

Benefits

- Health insurance;
- Office in center metro Ukrainian Heroes(3 minutes) or Teatralna(8 minutеs);
- Official employment;
- Competitive salary and benefits;
- Opportunity to contribute to humanitarian work; 
- Travel reimbursements and per diem from  office to areas of implementation;
- Interviews done on rolling basis and can be finalized prior to the closing date;
- Salary payment 2 times a month;
- Salary will be according to Johanniter salary grid.