Finance and Administration Officer

Contract

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

Danish Refugee Council, one of the world’s leading humanitarian NGOs working in 40 countries worldwide, is currently looking for a highly qualified Admin and Finance Officer for Sumy Office.

DRC has been operating in Ukraine for more than 10 years with emergency and durable solution interventions for assisting IDPs, returnees, Host communities, and conflict-affected populations. With the outbreak of the conflict in February 2022, DRC has shifted its programming to emergency response to meet the urgent needs of conflict-affected population in the country. Current DRC programming is focusing on protection activities such as protection monitoring, information dissemination, Individual protection assistance, and legal aid. DRC is also planning to add to the ongoing emergency protection response activities such as GBV prevention and response, Psychosocial support (PSS), and community-based protection.

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 8 offices in the country.

Overall purpose of the role

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

Main responsibilities

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;

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.y

Required experience and competencies

• Minimum 2-3 years of experience in experience in Finance and administration area
• Experience of work in INGO preferred
• Excellent Microsoft Office skills
• Advanced English proficiency preferred
• Speech, couch and communication skills
• Advanced organizational skills
• Accuracy in paper work
• Competence to keep negotiations
• Finance literacy

Required education

University degree in the related field or equivalent (Finance, Labor Economy, HR-Management, Personnel Management)

We offer

• Contract length: 6 months renewable depending on performance and funding.
• Designation of Duty Stations: Sumy
• Start date: As soon as possible.
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process

All applicants must upload 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**: June 30th, 2023**