Office Coordinator / Обліковець з реєстрації бухгалтерських даних та адміністративних питань

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.
The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.
The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and well-being of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.
About us
The HALO Trust is the world's oldest and largest humanitarian mine action organization with 10,000 staff in 29 countries and territories. We lead the effort to protect lives and restore livelihoods for those affected by conflict. We remove landmines and make safe other weapons such as cluster bombs, stockpiles of small arms and improvised explosive devices (IEDs). Since the beginning of operations in Ukraine in early 2016, HALO has grown into the largest international mine action operator in the country. 
HALO currently employs approximately 1400 national staff across the Kyiv, Kharkiv and Mykolaiv region, conducting survey and marking of hazardous areas, risk education, and clearance operations. HALO in Ukraine is going through a period of large expansion and scaling up its operations across Ukraine, both in terms of geographical locations and staff numbers.
JOB TITLE: Office Coordinator
Description

The  Kharkiv Office Coordinator, in coordination and cooperation with finance and support staff, and under the direct supervision of the Unit Commander , is responsible for the execution of administrative, financial and accounting tasks in Kharkiv in order to meet legislative requirements and support operations of the HALO Ukraine programme.

Requirements 

Good organizational skills and diligent attention to details associated with documenting expenses;

Written and spoken proficiency in Ukrainian, English (B2);

Knowledge of MS Office including MS Word, Excel and Outlook;

Strong organisational, planning, prioritising and administrative skills, ability to self-direct in a fast-paced, multi-task environment;

Bachelor degree in finance, business administration, accounting or related field;

At least 2 years of professional experience in administration/finance/accounting area, preferably with an international non-governmental organisation;

Previous experience with 1C accounting software an advantage;

Attention to details, ability to organise paperwork in a methodical way, good communications skills, good analytical and problem-solving skills;

Solid work ethic with the ability to work productively under pressure;

Autonomous self-starter capable of working independently or as part of a team;

Commitment to HALO Trust principles.

Responsibilities

Administrative:  Manage Administrative staff  and ensure they are fulfilling their functions; support the Administration Manager in overseeing the Administration department, including hiring, supervising, training, and assessing; lead and prioritise the work of Administrative staff; assist senior management with administrative/ finance support as required; Oversee administrative/finance operations including but not limited to: employee notices and communications, smooth running of office machinery, ordering and tracking of office supplies and ensuring all staff have proper mobile communication; provide interpretation services as and when required by senior management;  maintain internal records; work with primary accounting documentation; translate documents as requested by the Unit Commander.

Reporting: 

• Provides managers, the Head of Support Service, chief accountant, auditors and other users of financial statements with comparable and reliable accounting information on the accounting of funds. Prepares data for inclusion in the reports and prepares the necessary reports on the accounting of funds and expenses.
• Participate in the inventory of assets and liabilities.
• Take measures to prevent unauthorized correction of entries in primary documents and accounting and assets registers.  
• Knows, understands and applies the current regulatory documents related to its activities
• Ensure record and monitor operations related to the movement of fixed assets in the accounting software
• Provides Head of Support Services and management, and other accounting users with comparative and reliable accounting information
• Knows, understands and applies current regulations and legislation relating to the administration, financial and accounting activities.
• Perform other tasks assigned by Head of Support Services, Unit Commander, National Finance Manager or International Finance Manager.
  

Finance:

• Independently and in full keep records of funds, according to the form of accounting adopted by the organization in compliance with the uniform methodological principles of administration/ accounting and taking into account the peculiarities of the organization's activities and data processing technology.
• Control and analyse banking transactions, including payments, receipt of payments, transfers, and other financial transactions.
• Checks and controls the correctness of filling in the documents submitted for payment.
• Ensures complete and accurate reflection of information in the accounts and compliance with the technology of primary data processing, timely reflects cash flow transactions in the accounting. 
• In coordination with the management, independently and in full, performs banking operations, conducts transactions on bank accounts (current and foreign currency).
• Control over settlements with customers, suppliers, and other counterparties through bank accounts and cash book.
• Execute all necessary accounting documents in accordance with the legislation and internal rules, monitor their safety, prepare them in accordance with the established procedure for transfer to the archive. 
• Requests and receives personally from employees of the organization information and documents necessary for the performance of their duties
• Involves specialists of all structural units in the performance of the tasks assigned to the role.
• Keeps local records of tax accruals to individuals who are paid for services or goods.

Working conditions:

• Official employment.
• Military exemption.
• Working hours: 08:00—17:00, one-hour lunch break (40 working hours per week)
• Work schedule 5/2
• 24 days of annual leave.
• Daily allowance 670 UAH paid during business trips.
• Non-contributory life insurance. Emergency medical insurance when traveling overseas, including repatriation.
• Benefits for staff, including English classes and psychosocial support sessions.
• Salary - 57597,00 (gross).

   We are open to all segments of the population, regardless of race, nationality, age, or religious preferences. We are happy to consider candidates with disabilities and are open to working with veterans.

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