Background
SoCha intends to submit a proposal to provide monitoring and quality assurance services for Swiss-funded development and humanitarian projects in Ukraine, including providing Third Party Monitoring (TPM) services. The three strategic areas of focus relevant to the evaluations will be:
- Economic Recovery.
- Public sector service support and reform.
- Protection of civilians.
Overall services provided under this project will include monitoring 10-15 projects annually, undertaking Partner Risk Assessments (PRAs), providing procurement audits, delivering semi-annual monitoring reports, and organizing bi-annual events focusing on Monitoring, Evaluation, and Learning (MEL) to reflect on the findings.
SoCha seeks a highly qualified individual to fill the role of Finance and Administrative Officer. The position will be based in Ukraine and is contingent on contract award and approval.
Scope of Work
The Finance and Administrative Officer will manage and provide oversight across finance and administrative matters in the project office. He/she will manage all aspects of day-to-day running of the office. The Finance and Administrative Officer will fulfill the following responsibilities:
- Manage and produce the offices’ accounting, human resources, procurement, logistics, and administration tasks.
- Ensure compliance with SoCha policies and procedures for finance, procurement, and human resources.
- Prepare all financial activities and forward to the global office for checking accuracy and quality of information.
- Analyze financial information and reports, identify problem areas, take remedial action where necessary and make recommendations to the relevant HQ point of contacts, team leadership and other staff as appropriate.
- Conduct analyses of records of current and past operations to determine trends and monitor the financial health of the organization.
- Ensure the timely submission of high-quality financial reports, for internal and external audiences, including but not limited to monthly field reports for SoCha’s home office and quarterly accrual reports.
- Analyze budgeted-to-actual expenditures and “burn rate”.
- Proactively draw attention to any problem areas and initiate solutions in consultation with HQ leadership as required and other staff as appropriate.
- Ensure timely monthly closing of accounts and sending the relevant reports to HQ before the deadline.
- Produce regular analyses of income and expenditure to assist the HQ finance team in the budget monitoring process.
- Prepare budget guidelines and support the annual budget preparation (regional).
- Support Local Team Leads with timely, high-quality financial information and analysis.
- Oversee monthly payroll and preparation of social charges and tax remittances for staff.
- Review all project bank and cash accounts at the end of every month.
- Prepare monthly reports on outstanding advances and work with employees and supervisors to clear advances.
- Oversee operation and maintenance of the project office.
- Responsible for booking of office space by clients and supporting relevant client needs.
- Responsible for the office petty cash, bill payment.
- Oversee the office cleaning and maintenance needs, and liaise with relevant vendors.
- Plan and arrange all logistics for regional activities, and other project activities.
- Coordinate and ensure provision of procurement and administrative support for all regional activities.
- Collaborate with local team leaders to draft and manage contracts with vendors and service providers.
- Foster and manage all relationships with vendors and service providers and ensure compliance with the terms of their contracts or service agreements.
- Draft Requests for Quotations/Proposals, coordinate proposal reviews, and write selection memos in accordance with SoCha policies.
- Act as liaison between the company and the local payroll firm to ensure leave is managed appropriate and all local labor requirements are met.
- Manage the office leave calendar.
Minimum Qualifications and Experience
- A bachelor’s degree or higher in finance, accounting, or a related degree.
- At least five (5) years demonstrable experience managing finances and administration for international development projects.
- Excellent communication skills in English and Ukrainian.
- Knowledge of MS Excel and Word.
- Experience with accounting software, ERPnext highly beneficial.
Location
Ukraine
How to apply
To submit your application, kindly provide your CV via the following link:
Position will remain open until a suitable candidate has been identified.
