Finance Officer/Фахівець(чиня) з фінансів

Position : Finance Officer
Line Manager : Finance Manager
Country Office : Ukraine
Work Location : Kyiv

Organisation Background
The International NGO Safety Organisation (INSO) is an international charity that supports the safety of aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations, and training.
INSO services help NGOs with their day-to-day risk management responsibilities and improve their overall situational awareness to support evidence-based humanitarian access decisions.
The strong focus on humanitarian principles and exclusive NGO-only membership criteria has meant that INSO is now accepted as a standard component of modern humanitarian response offering independent frontline reporting and coordination services that save lives, strengthen operational practice, and enable humanitarian access.
Today the organisation provides daily support to more than 1000 NGOs in 17 of the world’s most insecure countries and has earned a strong reputation for performance, principles & professionalism.

INSO Ukraine Country Office
INSO has been operational in Ukraine since July 2015 and currently brings together 100 humanitarian organisations operating country wide. INSO Ukraine focuses on providing security- and access-related information in near to real-time and helps raise awareness of the existing risks and mitigation strategies.
We are seeking an experienced individual to join our team as INSO Finance Officer to be based in Kyiv.

Job Summary:

The key responsibilities of this position will be to support the Finance Manager in carrying out and overseeing the general project accounting, treasury, budgeting, and reporting. The Finance Officer works under supervision and ultimate accountability of the Finance Manager but may be bestowed with substitutive responsibilities and must be technically capable of them.

Major Responsibilities:
(The below-mentioned list of responsibilities is not exhaustive: flexibility is a must and other tasks may be requested to adapt to operational needs, like covering other areas during the leave of a colleague).

• Receive the monthly accounting journals in EXCEL from the Accountant and field offices. Confirm their correctness by reconciling all entries with the supporting documentation. Ensure entries have been properly coded and allocated to enable direct import to SUNSYSTEM. Prepare the journal entries to offset prepayment, intercompany and payroll accounts. Collect the information and documentation from the operations to update the accounting journals of accrued expenses (staff leave, severance pay, outstanding bills…).

• Daily oversee bank and cash transactions. Ensure suppliers are paid in accordance with a valid contract or a purchase order. Ensure payments of local taxes and payroll are reconciled monthly. Collect cash needs of field offices and prepare bank transfers. Ensure that adequate controls on cash management are in place in all sites. Confirm all cash counts and bank reconciliation are routinely performed and witnessed.

• Monitors open advances and deposits in the balance sheet and recoup aging amounts.

• Maintain a secure filing system of the original accounting documentation. Oversee the repatriation of original documents from field offices. Confirm completeness of the supporting documentation in all respect, organize and archive them in an accessible manner. Support the Finance Manager in the provision of the documentation during financial audits.

• Act as a point of contact of field offices for finance queries and provide financial support to team members.

• Undertake specific tasks on internal controls, budget planning, proposals, and financial reporting as they have been assigned by the Finance Manager. Prepare reports on actual versus budget. Works closely with Departments on forecasts so that the SMT has an accurate and timely information. Prepare financial reports for grants reporting and timely submit the reports to the Finance Manager for review.

• Partake training of staff with financial functions. Time to time travel to field offices to deliver orientation to officers and assistants newly recruited. Orient the Accountant and/or the Finance Assistant in their functions.

• Substitute the Finance Manager functions in case of absence or vacancy.

PERSON SPECIFICATION
Knowledge, Skills and Experience
Essential:
• Minimum 3 years of relevant work experience, preferably in similar roles with NGOs
• A degree in finance, account, or relevant field
• Experience in financial software systems (preferably SUNSYSTEM), and proficiency in Microsoft Office
• High attention to detail
• Ability to process large amounts of data
• In depth knowledge of financial regulations and account processes
• Ability to handle budgets
• Donor/contract management experience and donor policy knowledge (preferably ECHO, FCDO, SDC and or BHA)
• Good English language skills, both written and verbal
• Time management skills
• Ability to supervise and direct.

Terms & Conditions:
Official contract with a 3-month probationary period with expected start date ASAP, UAH 70,000 Gross salary.

INSO’s Safeguarding Policy:
INSO is fully committed to safe recruitment, selection, and vetting of all potential new staff, trustees, and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process. As such, the following safe recruitment practices will be applied:
• All offers of employment will be conditional on receiving at least two satisfactory professionals.
• references.
• INSO will ask candidates about significant gaps in employment history or frequent changes of employer and address.
• All essential qualifications and relevant professional accreditations and memberships will be verified.
• The successful candidate will be required to provide valid proof of identity (passport, ID card);
• All new hires will receive an orientation in INSO’s safeguarding policy and procedures and associated documents (Code of Conduct, Whistleblowing etc.);
• All new hires will be required to sign and abide by the Code of Conduct as a condition of employment.
How to apply:

Interested persons are requested to send the following to [email protected] and ensure to reference INSO Finance Officer, Kyiv in the subject line of your email. Only shortlisted candidates will be contacted on a rolling basis:
Cover Letter specifying how you meet the mandatory requirements, your motivation in (2-page maximum). Up to date CV (5-page maximum). Please do not send any additional information (certificates, other writing samples, etc.) and keep the total size of your application under 2MB if possible.