Administrative and Finance Officer for the USAID DOBRE Program in Dnipro (temporary position)/ Адміністративно-фінансовий спеціаліст в програму USAID DOBRE в м. Дніпро (короткострокова посада)

Global Communities, formerly CHF International, is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable.

Global Communities is seeking a qualified and experienced Administrative and Finance Officer for the USAID-funded Decentralization Offering Better Results and Efficiency (DOBRE) Program office in Dnipro city to backstop Administrative and Finance Manager during her maternity leave.

Anticipated duration of the employment for this position is from 6 (six) to 12 (twelve) months with the possibility of extension. It is expected that the successful candidate will start in October 2019.  

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Admin/Finance Officer assists with the day-to-day administrative, logistics and finance related functions at the DOBRE Regional Project office in Dnipro, and subsidiary regional offices in Mykolaiv and Kropyvnytskyi.

This includes, but is not limited to maintenance of office premises and equipment, maintaining office inventory and updating inventory records, regularly updating CIK log (Contribution-in-kind agreements), serve as a key person for all administrative, HR and finance-related issues in the regional office(s), procurement of stationery and other supplies, ensure timely payment of bills, collection and timely submission of timesheets, leave requests, and other personnel documentation,   timely submission of all finance, procurement, administrative and logistics documents and reports, handling logistics related to staff travel, organization of events, etc. 

SPECIFIC RESPONSIBILITIES:

• Manage day-to-day operations of the office including answering calls, greeting visitors, and directing them to the appropriate DOBRE staff member;
• Be responsible for office(s) and equipment maintenance, office cleaning services, sending post, dealing with office landlord, etc;
• Be responsible for copying, scanning, filing, maintaining and the registration in the system of procurement, HR, accounting and finance records, reports and other documents in a proper and sequential manner;
• Maintain office supplies inventory by checking stock to determine inventory level; anticipate needed supplies; evaluate office needs; and verify receipt of supplies;
• Collect supporting documents, review for completeness and accuracy, prepare payment vouchers and submit for review and approval;
• Review CIK applications and register them in the database;
• Review financial proposals for CIK agreements for further approval by Senior Executive Management;
• Update CIK log on a weekly basis and work closely with local and Kyiv staff if additional information is needed;
• Monitor and track travel advances to staff and other outside vendors to ensure prompt clearing but no later than the month-end;
• Maintain strict confidentiality of all privileged information regarding both human resources and fiscal matters that may come across during the course of duty;
• Maintain leave tracking system (sick/annual /holiday/leave without pay) for regional staff and give regular monthly updates;
• Review and register in the database travel authorization forms and travel expense reports of the local staff;
• Maintain an accurate staff contact list for DOBRE regional office;
• Make sure that employees timesheets and leave requests are completed and submitted to Kyiv office in a timely manner;
• Other duties and responsibilities as assigned, in particular, serve of Procurement/Grants Assistant in his absence.
• Make travel arrangements for all staff and visitor’s work-related travel in terms of preparing and checking documentation;
• Where needed coordinate with the staff in Kyiv office for making such arrangements; this may involve obtaining airplane or train tickets, renting vehicles, making hotel reservations, dealing with travel agent, etc. in the absence of Procurement/Grants Officer;
• Organize and make arrangements for program events, meetings, workshops, training, etc., within the region; this may involve arranging for venue for such events, organizing participants travel and accommodation, arranging for stationery and other event material and equipment such as power point projector, sound system, etc in terms of preparing and checking documentation, except procurement.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

• A minimum of Bachelor’s degree or equivalent;
• A minimum of one year of experience in a similar capacity;
• Familiarity with USAID rules and regulations will be preferred, but not required;
• Prior experience on international donor-funded projects preferred;
• Ability to speak, read and write in English;
• Ability to work effectively in a team environment;
• Ability to perform and complete a variety of detail-oriented duties in a deadline driven, fast paced environment.
• Ability to effectively use Microsoft Office spreadsheet, word processing, etc.
• Willing and able to travel to field offices as needed.

WORKING CONDITIONS 

• Able to sit at a computer and operate a keyboard, for extended periods of time.
• Must be able and willing to travel domestically to program sites if required.

Candidates are asked to submit their CVs and Cover Letters to [email protected] indicating position title in the subject line by COB August 27, 2019.