Administrative and Finance Officer

Contract

This is a DRC - National contract. More about DRC - National contracts.

Danish Refugee Council (DRC) is an international non-governmental organization, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world.

In addition to protection programming, DRC is currently implementing Multipurpose Cash Assistance (MPCA), NFI and Food distributions, Shelter & WASH interventions, and Economic Recovery, Humanitarian Demining and Explosive Ordnance Risk Education. The organization counts with 6 offices in the country.

DRC Ukraine is looking for a highly qualified Administrative and Finance Officer for the office based in Chernihiv.

Administrative and Finance Officer will provide overall finance and daily administrative functioning of the Base office to support the implementation of DRC program activities in the area of responsibility.

Responsibilities:

Administrative

• Manage different administrative tasks such as coordination of office maintenance agreements: office lease, drinking water supply, ensure delivery of the documents to the Kyiv office by courier services when needed; coordinates arrangement trainings/meetings; apartments contracting and maintenance;
• Work effectively with Supply Chain and program staff in procuring supplies (program/office supplies, stationary, etc.) and services (utilities) as needed in a timely manner;
• Organize the contract’s scanning and storing, archiving documents and transfer to Kyiv archive;
• Translate various incoming/outgoing letters and assist in arranging trainings/meetings and interpret when needed;
• Ensure transportation and accommodation arrangements for the staff;
• Arrange and support office meetings and workshops;
• Maintaining the official outgoing letter to authorities/suppliers;
• Other tasks as requested by AFAM.

Finance

• Prepare payments made in cash, by check or via bank transfers in the existing DRC forms called Payment Requests;
• Maintain the cashbox, currency exchange, cash count, work with cash in secure and confidential manner;
• Prepare the request for money to be transfer to the bank account;
• Ensure to update Expense Journals in Dynamics and Cashbooks in Excel on a daily basis to reflect the actual status of existing cash count and bank balance in all currencies;
• Submit Bank statements and signed Cash Counts and Cash Books to HoSS/Finance Manager before the 5th of each calendar month;
• Ensure that advances and deposits are issued based on Country Director/direct supervisor approval and is settled within 4 weeks after expenses had been occurred;
• Assist with audit in each project per request from FAM;
• Ensure usage of relevant budget line and project when cost booking takes place;
• Validate and sign Purchase Requisitions and Request for Payments from Finance side;
• Ensure that the cost description in the journals and cashbook and that the quality of the journals and cashbook overall meets the DRC internal guidelines.
• Ensure proper filing system for financial documents;
• Ensure that scanned vouchers are sent to HoSS on a monthly basis;
• Fill in (make forecast) and follow Consolidate budget table (The FILE) for Base (projects/BLs);
• Check log sheets and fuel-calculation forms provided by Supply Chain unit, provide fuel-advances and fuel reimbursement;
• Full supervision of contracts in the Base: checking agreements, validating reports, accompanying Program staff in field visits;
• Actively take part in harmonization of operational work: sharing with ideas, creating tools, updating guidance etc;
• Providing other finance support in Base office if needed.

About you

We expect you to have at least 2 years of experience in experience in Finance and Administration area.

Required experience and competencies

• University degree in the related field or equivalent (Finance, Labor Economy, HR-Management, Personnel Management).
• Experience of work in INGO.
• Excellent Microsoft Office skills.
• Proficiency in written and spoken Ukrainian and Russian languages.
• Intermediate or Advanced English (speaking/reading/writing)
• Speech, couch and communication skills.
• Advanced organizational skills.
• Accuracy in paper work.
• Competence to keep negotiations.
• Finance literacy.

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

• Contract length: 6 months (3 months’ probation period) renewable depending on performance and available funding.
• Level: H - Non-manager
• Start date: ASAP
• Life and Health insurance

The application is open for Ukraine citizens only. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff.

Application process

All applicants must send a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: 27 January 2023

For further information about the Danish Refugee Council, please consult our website drc.ngo.