Finance and Administration Officer

The National Committee of the Ukrainian Red Cross Society (URCS) announces a competition for the position of Finance and Administration Officer for Swiss Red Cross Mission

The Ukrainian Red Cross Society is the largest humanitarian organization in Ukraine, which is one of the first to respond to all emergencies in the country and provide assistance to those who need it most.

Do you feel like you can make the world a better place? Join the Ukrainian Red Cross Society:

• The opportunity to do good:Help those who need it and feel inspired by contributing to a better world.
• New knowledge and skills:Take interesting trainings, become a volunteer or employee, and gain valuable experience for your life.
• Friends and like-minded people:Join a team of caring people who are always ready to help.
• Pride in your actions: Join and feel proud to be a hero!

The Ukrainian Red Cross is thousands of people across Ukraine who make the world a better place every day.

The Finance Administration Officer — based in Kropyvnytskyi, Kirovohrad Oblast, Ukraine — will act as primary support to the URCS branch finance counterparts in URCS Kirovohrad Oblast Organisation and facilitate the implementation and scaling up of its portfolio. The Finance Administration Officer is part of the SRC delegation and under the supervision of the SRC Field Delegate/Kirovohrad Oblast, ensuring coordination and maintaining efficient financial system and communication with respective URCS Oblast Organisation and URCS HQ National Committee, as well as Movement Partners and other stakeholders (both governmental and non-governmental).

Essential Tasks:

Main Responsibilities

1. Handle the day-to-day finance and administration-related matters for the SRC Sub-Delegation (SD) in Kropyvnyskyi, covering Central Ukraine including but not limited to Accounting, Cash management, Financial reporting, Financial control, Budget, HR, and Administration.
2. Coordinate the common matters with the SRC Office manager in SRC Coordination Office (Kyiv), SRC Finance and administration officer Central Ukraine and with the SRC Head of Support Services in SRC Coordination Office (Kyiv).
3. Work closely with the URCS NC (National Committee) finance officer assigned to the SRC project and with the URCS Regional Branches in Ukraine with focus on the finance development requirements and support

Finance responsibilities

Accounting tasks

• Ensure bookkeeping in the Accounting System

• Apply accounting and cash management, financial policies and procedures, based on the SRC finance manual and on SRC Ukraine internal documents, ensuring that each transaction and payment has the necessary funds, approval, justification and supporting documents

• Monthly/Annual closing

• Cash management

Financial Reporting

• Ensure the internal control system is in place, based on the SRC finance manual and on SRC Ukraine internal policies

• Provide quarterly implementation report based on the URCS branches monthly report compared with the budget and the implementation rate

• Analyse the monthly financial report to ensure the accounting quality (match with budget, correct accounts)

• Analyse the monthly financial report to ensure proper budget follow up and implementation of the project, propose adjustments to the Field delegate

• Proceed to ad hoc analysis based on programmes officers/delegates requests

• Prepare the project budget and the revisions, in coordination with the URCS supported branches, based on the logical frame and in agreement with the Field delegate

• Submit the project budget and the revisions, to Kyiv coordination office, ensuring the quality checks on the document are done, as well as comparison with figures of the past project

• Support the audit company and ensure unrestricted access to all records and documents requested

Internal Coordination:

• Continuous Coordination with the Finance and administration Officer in other sites

• Backup other Finance and administration Officer in Ukraine delegation during their absence, if needed and in agreement with the Field delegate and the Head of Support services

External Coordination:

• URCS Coordination at URCS NC & Capacity building for URCS Regional Branches in Ukraine:

• Support the Finance teams in the Regional branches:

• Assistance in accounting process

• Assistance in reporting process

• Assistance in budget preparation and follow up

• Assistance in policies and procedures guidance and review

Coordination with the Finance officer assigned to the SRC project at NC

Administrative Responsibilities

• Provide administrative support as required for the office management and for the projects when dealing with drafting, negotiating contracts, and liaising with suppliers and experts when necessary

• Undertake the management of all administrative and financial correspondence with partners, suppliers and experts

• Manage the repair and maintenance of computer and office equipment, in coordination with SRC Logistics Team

• Keep an updated and organized filing for the electronic and paper administrative, HR and financial documents

• Restrict access to the financial and accounting information only to the authorized officers in line with the internal policies and procedures, based on the SRC financial manual and SRC Ukraine internal documents

• Liaise with the external contacts (i.e. auditors, suppliers, lawyers, etc.) to assure smooth operation of the accounting, finance and administrative functions

• Ensure translation of specific financial, administrative and HR related documents from/to Ukrainian/ English

HR Responsibilities:

• Maintain the leave management system
• Verify annual leave records
• Maintain confidential employee files
• Provide the necessary information to the Finance officer assigned to the SRC at NC, for the salaries payments, as well as for the daily allowances

Requirements

• University Degree in one of the relevant fields: economy, public relations administration, law, international relations.
• Proven experience in accounting, treasury (fund management) activities, formulating and monitoring budgets and providing appropriate financial analysis regarding financial activities.
• At least three years of relevant working experience in project administration, management and/or project implementation
• Working with international humanitarian organizations is an asset
• Driving license B category
• Mentoring and developing people, ability to work in empowering and participative ways.
• Financial management skills including budget preparation, tracking and financial accountability.
• Ability to work in a cross-cultural and cross-functional environment
• Problem solving
• Strong interpersonal skills and good understanding of working in a partnership framework,.
• Communication, collaboration and teamwork,
• Drive for change and improvements and ability to deliver strategies in a challenging environment
• Fluently spoken and written Ukrainian
• Fluently spoken and written English

The Ukrainian Red Cross Society offers:

• Interesting, diverse and multitasking work;
• Employment in accordance with the Labor Code;
• Timely payment of salary;
• A friendly and close-knit team of like-minded people;
• Participation in trainings and seminars in Ukraine and abroad.
• Unique experience in the largest public organization in Ukraine

We aim to create a safe and inclusive environment at URCS that will provide all employees and volunteers, regardless of age, gender, ethnicity, religion, disability, or sexual orientation, equal access to opportunities, protection of their dignity, and equal rights.

We are an employer with equal opportunities for all employees, including people with disabilities.

We do not discriminate in our recruitment and employment practices based on race, color, religion, gender, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, or age.

Sexual exploitation and abuse are prohibited in all forms. The organization implements a policy to prevent sexual harassment, sexual exploitation, and abuse, including in the workplace.

If you are interested in the vacancy, we are waiting for your applications

Location: Kropyvnytskyi

If you are interested in this position, please send your CV and Cover letter in English only [відгукнутися]

Due to a large number of requests, we contact candidates who fully meet the requirements of the vacancy.