Finance & Administration 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.

DRC is seeking a highly qualified and dynamic professional to serve as Finance & Administration Officer in DRC Ukraine.

Under the supervision of the Area Manager, Finance & administration Officer will be responsible to carry financial and administration tasks to respond to the needs of program and technical departments, and to support field offices finance and administration teams while building their capacity.

Your main duties and responsibilities will be:

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 Coordinator 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 AFAM;
• 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;
• Jointly with AFAM to fill in (make forecast) and follow Consolidate budget table (The FILE) for Area (projects/BLs);
• Check logsheets and fuel-calculation forms provided by Supply Chain unit, provide fuel-advances and fuel reimbursement;
• Full supervision of CBI contracts in the Area: checking agreements, validating reports, accompanying Program staff in field visits;
• Actively take part in harmonization of operational work between Area and Base offices: sharing with ideas, creating tools, updating guidance etc;
• Supervision of the daily activity of Administrative and Finance Assistants, regular planning and proper distribution of workload among them;
• Cover AFAM during the annual leaves and business trips;
• Providing other finance support in Area office if needed.

Administrative

• Manage different administrative tasks such as coordination of office maintenance agreements: office lease, drinking water supply, ensure delivery of the documents to the Country 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.

About you

To be successful in this role we expect you to have minimum 3 years experience in finance. Experience with an international NGO in similar role – desirable.

Moreover, we also expect the following:

• Computer proficiency highly desirable, particularly the use of MS Excel
• Advanced English proficiency
• Fluency in Ukrainian

We offer

Contract length: 1 year with possibility of extensions after 3 months of probation period

Level: H non-managerial

Duty station: Lviv

Start date: ASAP

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: March 31, 2022. Candidates are encouraged to apply early, candidates will be contacted on the rowing basis as the position should be filled ASAP.

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.

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