ADMINISTRATIVE MANAGER / GRANT MANAGMENT

Role: ADMINISTRATIVE MANAGER

Location: Kiev

Contract duration: - 6 months (possibly renewable)

Type of contract: FOP

Expected starting date: 8 November

Salary: depending on experience and professionalism.

ORGANISATION OVERVIEW:

HELPCODE is an international solidarity organisation, active since 1988, currently working in Tunisia, Libya, Burkina, Mozambique, Democratic Republic of Congo, Yemen, Nepal, Cambodia, Slovakia and Ukraine operating in the fields of health, education, protection, sanitation.

HELPCODE has been present in Ukraine since 2022 and works in the fields of education, protection, mental health and psychosocial support, material aid, providing assistance to refugees, IDPs, returnees and conflict-affected communities.

POSITION SUMMARY:

Reporting to the Project Manager, the Admin Manager will oversee the administrative functions of the local office, ensuring efficiency, compliance with local laws and HELPCODE regulations and supporting the organisation's mission in Ukraine. This role has the key responsibility of ensuring efficient financial management of programme funds.

KEY RESPONSIBILITIES:

FINANCE AND ACCOUNTING

• Prepares, analyses and updates monthly and annual financial plans and reports, in compliance with HC policies and in collaboration with the MEAL expert;
• Records all financial transactions and ensures daily/monthly reconciliation in internal accounting system to produce financial reports.
• Supports the financial monitoring of grants, verifies the financial reporting of grant partners and assists them in their expenditure reporting processes.
• In coordination with project staff, leads the budget development process for the project proposal.
• Records and accounts for daily transactions, ensuring the accuracy and completeness of required files and supporting documentation serving as evidence of transactions.
• Responsible for full accounts payable function, from procurement to payment of invoices.
• Processes employee expense claims.
• Supports internal and external audit processes, ensuring the availability and orderliness of documents;
• Is responsible for the submission of the project's Annual Financial Report;
• Performs other tasks as required.

ADMINISTRATION AND OFFICE MANAGEMENT

• Is responsible for all matters relating to the operation and administration of the office;
• Ensures that registration requirements are kept up to date and submits statutory declarations and renewals;
• Supports human resources administration (keeping personnel files, assisting with selection and orientation procedures, etc.);
• Maintains office files;
• Performs other duties as required.

REGISTRATION

• Follow up any legal registration requests from the management team;
• Follow up expatriates' temporary residence permit, prepare the necessary documentation and accompany expatriates throughout the process.

EXPERIENCE AND QUALIFICATIONS REQUIRED

• Degree in Accounting or related
• 5 years of relevant work experience
• 1 to 2 years of experience with an international organisation, including management of procurement of goods and services, contract management and human resources issues
• Knowledge of accounting software
• Experience with computerised accounting and strong organisational and leadership skills
• Good oral and written English required
• Knowledge of Ukrainian language required

HOW TO APPLY

Send CV in English with references and motivation letter stating your name and surname, by 05.11.2024 at the latest.

Helpcode reserves the right to terminate the recruitment process if a candidate who meets the required profile is selected before the deadline