Finance Officer

Assignment

The IMPACT Ukraine mission, present in country since 2015, scaled-up after the full-scale invasion to provide data and information support to humanitarian and development actors in Ukraine. To support this scale-up, IMPACT is seeking a candidate, with prior experience in financial planning, managing financial transactions, budgeting, forecasting, donor reporting, and participating in quarterly and annual audits preferably in a complex international setting.  

 Under the direct supervision of IMPACT Senior Finance Officer, the Finance Officer is primarily responsible for supporting the true and fair accountancy of the mission according to IMPACT and ACTED guidelines.

Chain of Command 

Under the authority of: 

IMPACT Senior Finance Officer

IMPACT Operations Manager

ACTED Deputy Finance Manager

Working Relations

ACTED HR/Admin Manager 

ACTED Country Finance, Logistics staff 

IMPACT HR Officer

IMPACT Logistics Officer

IMPACT Operations Officer

OBJECTIVES 

 Ensures sound accounting and finance management of the IMPACT mission in Ukraine, according to the procedures defined for the mission.

FUNCTIONS 

Manage Finance Transactions 

• Respect the financial and accounting procedures of ACTED Ukraine
• Record accounts payable and accounts receivable in Excel and SAGE + SAGA.
• Support in updating/uploading SAGA/SAGE (IMPACT accountancy).
• Support IMPACT/REACH staff in preparation (PC\BL).
• Checking the allocation of expenses and forecasting of relevant IT equipment and supplies budget lines with logistics.
• Checking and updating the daily payments file on a regular basis. 
• Assist Senior Finance Officer in drafting budget proposals for IMPACT projects in collaboration with relevant staff at IMPACT and ACTED
• Prepare and update the Financial Sheets (FS) for IMPACT projects
• Follow up on IMPACT/REACH field enumerators monthly allocation and support in planning enumerator allocation during the year
• Assist the IMPACT Senior Finance Officer in preparations (checking) of donor financial reports (Amendment\NCE)
• Assist the IMPACT Senior Finance Officer in preparing and checking BoQs and forwarding inputs into budget template.
• Assist in process of forecasting expenses. Support on control and analysis of the costs of IMPACT/REACH dedicated costs to improve budgeting and increase financial visibility.
• Follow up on the forecast and spending of non-data collection costs with focal points on a monthly basis to ensure proper spending in line with donor requirements and contract timelines.
• Relocations (check payments\allocations, etc.)
• Support in updating the Allocation table on a monthly basis.
• On a monthly basis update and check allocations for IMPACT international and IMPACT-dedicated national staff in the allocation table
• On a monthly basis check and share allocations with staff for filling AS/TS
• Assist in preparing reports to IMPACT and ACTED superiors.
• Support on the mid-year and annual closure by cross-checking between ACTED and IMPACT accountancy
• Follow up with any task as requested by Senior Finance Officer and Operations Manager, Deputy Finance Manager. 

Participate in quarterly and annual audits 

• At the end of the contract or annually, assist the IMPACT Senior Finance Officer in preparation of  the files to be sent to headquarters (final checking of invoices and their presence, complete the risk file if necessary) 
• Assist IMPACT Senior Finance Officer in preparation of the document base on external/ internal Auditors query 
• Assist IMPACT Senior Finance Officer to finalize the dispatch of files by adding labels and adequate packaging 

Internal Communication Processes

• The IMPACT Finance Officer as a part of IMPACT Operations team will liaise closely with other team members in-country to guarantee a qualified support of all IMPACT activities.
• The IMPACT Finance Officer will also need to regularly communicate with both the IMPACT and ACTED HQ finance teams as required for the review and validation of reports and budgets. 

 Other:  

Streamline, improve and implement, any processes related to finances and finance management that are currently inefficient or absent.

KEY PERFORMANCE INDICATORS

• Degree of autonomy of finance team 
• The Financial Sheets (FSs) for IMPACT projects are prepared and up to date, with all deadlines regularly respected
• Non-data collection forecast lines (visibility, communications, printing, procurement) are accurately forecast and spent across projects
• Reallocations are minimised, and communicated in a timeline method when required
• Staff allocations for AS/TS/OFs are consistently provided in a timely and accurate manner, with minimal need for corrections or reallocations afterwards
  
  
  

TECHNICAL SKILLS

• Good knowledge of accounting and bookkeeping procedures 
• Advanced MS Excel skills (creating spreadsheets and using financial functions) 
• Familiarity with accounting software (e.g. 1C; SAGA, QuickBooks) 
• Intermediate level of English 
• Extreme attention to detail, with an ability to spot numerical errors 
• Self-Organizational skills and ability to work with minimum level of supervision 

How to apply

Applications only in English should be submitted with the title or reference of the position (CV without mentioned position will not be considered). Only short-listed candidates will be contacted for an interview. ACTED is an equal opportunity employer.

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”