Finance & Admin Coordinator HEKS/EPER Chisinau



Finance & Admin Coordinator

 JOB INFORMATION:

Job title

Finance and Admin Coordinator

Duty station

Chisinau, Moldova

Starting date

1st March 2023

Contract duration

Until end of December 2023 (depending on fundings)

Contract type

Full time, office based

direct manager

Country Director

Technical link

Regional Finance, Admin and HR Coordinator

Coordinates with

Project Manager, HEKS/EPER Partners.

Direct line manager of

Finance & Admin Manager

GENERAL CONTEXT AND BACKGROUND:

HEKS/EPER is a Swiss INGO founded in 1946. HEKS/EPER is supporting local partner organizations with around 200 projects in 34 key countries worldwide. HEKS/EPER Bangladesh Office cooperates with NGO active in the field of development cooperation and humanitarian aid.

HEKS/EPER is active in the Republic of Moldova since 2004 and the latest Country Program 2016-2020 was aiming at improving the living conditions for people in the rural areas of the Republic of Moldova. The focus on the rural areas addressed the disparities and inequalities in development of urban and rural areas in Moldova.

The conflict in Ukraine has created a regional humanitarian crisis. Moldova is one of the main refugee-hosting countries and a transit country for onwards. As of 15 June, 498’896 people have entered Moldova from Ukraine, of which 85’948 Ukrainian refugees and 3’873 third-country nationals have remained in the Republic of Moldova. The number of persons arriving from Ukraine into the Republic of Moldova has fluctuated since the escalation of the war in Ukraine.

Due to such a context and knowing that HEKS/EPER has a previous strong experience in the country by supporting local partners, it has been decided to start an humanitarian programme. HEKS/EPER implements projects through well-known partners that were supported by HEKS/EPER during the last 15 years.

MAIN RESPONSIBILITIES AND TASKS:

Main responsibilities

Tasks

Financial Management

·        Maintaining an administrative and financial office system in accordance with all HEKS/EPER’s policies and procedures, but primarily the Field Financial and Administration Guidelines (FFAG).

·        The Finance and Admin Coordinator (FAC) will develop and design financial tools for the office i.e. budget template, multi-currency budget follow up (BvA), etc. and orient other team members.

·        The FAC will ensure the implementation of SAGA thanks to the support of regional and HQ colleagues.

·        The FAC will support new project proposals development with the Project Manager (PM) and providing relevant information to the structural costs of the office.

·        Lead the budget update process in coordination with Project Manager and submit to country Director (CD) for final review/validation.

·        Anticipating and monitoring financial risks (budget overspends, increased costs, lost invoices, lost deposits etc.) and keeping the CD informed.

·        Conducting on-site financial monitoring of partners on a regular basis. Analysing the information in the partners’ record keeping and reporting system and reporting key findings to the CD. Producing financial monitoring reports and a list of recommendations to be sent to the partners.

·        Training partners on HEKS/EPER’s accounting regulations, budget, administration and reporting guidelines according to the FFAG.

·        Reviewing, checking and finalising partner’s budgets and comparing the partners’ accounting to the financial reports.

·        Implementing the base Cash Management procedures respecting HEKS/EPER policies.

·        Ensure the availability and safe keeping of the necessary cash, authorising and making payment for purchases.

·        Collecting and compiling monthly cash forecast of the office.

·        Upon request analysing the choice of banking establishments, ensuring good relationship, following the opening and closing of accounts and the adding of signatories according to HEKS/EPER procedures.

·        The FAC is responsible to ensure that the office accounting procedures are in line with  HEKS/EPER’s Field Financial and Administrative Guidelines (FFAG).

·        The FAC will also ensure the comprehensiveness and precision of entries and the correct budgetary allocation, correctness of cash stocks and bank accounts, timely forwarding of accounting information to the CD.

·        Providing information pertinent to the budgetary charging of expenses and monitoring budget entries, checking entries and verifying physical cash count.

·        Ensuring compliance with all local legal requirements and obligations (such as tax, social security, etc.).

·        Ensuring the preparation of documentation for the audit and that the audit is carried on time, as well as the implementation of the audit recommendation.

·         

Administrative and Logistics Support

·        Leading administrative support for the base team. This also includes organising logistics for visitors, travel arrangement, meetings, conferences and other special events.

·        Leading the contracts development (preparation, verification) engaged by HEKS/EPER with third parties.

·        Ensuring that HEKS/EPER’s procurement and logistics procedures are duly followed.

·        Ensuring partners abide by HEKS/EPER & donors’ procurement procedures

·        supervising procurement, supply according to HEKS/EPER policy.

·        supervising administrative formalities with authorities i.e. renewing work permit, visa and security clearance of expatriate employees

HR Support

·        Supervising the Finance & Admin Manager

·        Working with the CD to formulate and implement the “Staff Regulations” for the office.

·        Ensuring job announcement, supervise appointments with candidates and recruitment tests organization, participate in recruitment interviews according to HEKS/EPER procedures.

·        Checking and sending interviews grids, final selection sheet and recommendation to the CD for final approval.

·        Ensuring timely staff salary transfer through banking system.

·        Supervising the preparation of new employees’ contract, personal file, collecting all information and documents needed according to HEKS/EPER procedures.

·        Organizing formal induction of newly recruited staff and briefing plan for key staffs and follow end of probationary period and alert CD and respective line manager on time.

·        Ensuringtimely performance appraisals, support other managers to do the yearly performance appraisals for their team members.

·        Ensuring use of HEKS/EPER Moldova staff regulation for leave management, disciplinary process, etc.

Safety and Security

·        Together with CD, assessing and consulting other partners to ensure security of the operation; Ensuring risk assessment and sharing security information.

·        Assisting team members to produce timely incident report to the line manager and advice the CD on taking corrective measures, if needed.

 

Education and professional experience

·     University degree in Finances, Business Administration or accounting.

·     Minimum of 3 years of experience in financial coordination/management of international projects, preferably in humanitarian sector.

Professional requirements

·        Budget management and excellent computer skills (especially Excel)

·        Knowledge of institutional donors and experience of developing budget proposals.

·        Good analytical and conceptualization skills and ability to think strategically.

Language

·        Fluency in English skills (both verbal and written).

Personal requirements

·       Must be able to function comfortably in a complex work environment, working and prioritizing multiple tasks.

·        Ability to establish collaborative relationships with staff, beneficiaries and other stakeholders.

·        Good time management and interpersonal skills.

·        Strong attitude to take initiative, work autonomously and achieve results effectively.

·        Flexibility and good stress-management.

·        Respect of HEKS/EPER mission and values.

How to apply:

Interested applicants are invited to send the CV and cover letter in English to: silvia.bicenco@heks-eper.org

Deadline for applications: February 19th, 2023

Articol adaugat de: HEKS MOLDOVA INFO