16.07.2025

Senior Finance and Administrative Officer / Старший/а фінансовий/а та адміністративний/а спеціаліст/ка

Додано:
ira

prostirjob_vacancy_dfrfycsz(1) — Senior Finance and Administrative Officer / Старший/а фінансовий/а та адміністративний/а спеціаліст/ка

Context

International IDEA has a mandate to support democracy worldwide. Since its establishment in 1995, the Institute has sought to fulfil this mandate by incrementally expanding its geographic footprint. Increasing demand for the Institute´s support in countries in Europe, coupled with key developments that have highlighted the weakness of democratic institutions in some European countries, has motivated the Institute to establish a Regional Europe Programme (REP).

The REP has a strategic objective to support democracy in Europe, with an emphasis on Eastern Europe and the Western Balkans. In Ukraine, International IDEA aims to support state and civil society organisations in enhancing the resilience and quality of democratic institutions and processes. Key areas of our engagement relate to electoral processes and political finance, parliamentary strengthening, and promoting the expertise and capacity of civil society organisations to participate in decision-making processes.

International IDEA is currently seeking to recruit a Senior Finance and Administrative Officer for Ukraine. While being based in Kyiv, the incumbent will be part of an evolving, larger team of staff to be based in Kyiv and in Brussels with a responsibility to implement our electoral assistance programming, working closely with the Programme Manager, Finance Manager, Senior Finance and Administrative Officer based in Brussels, Project Managers and Project Coordinators in Ukraine and will be supported by the Programme Assistant based in Kyiv.

The Senior Finance and Administrative Officer will provide the Ukrainian Office with sound and adequate finance, administrative, and logistics support. Specifically, they will focus on general administration, program administration, event organization, finance, accounting, and procurement.

Duties and Responsibilities

Performs all duties related to the Supplier’s Ledger, including the processing of invoices, payments, maintenance of supplier accounts, and recording of transactions, ensuring that transactions are correctly authorized per delegated authority;
Monitors expenditure, ensuring adherence to International IDEA policies and procedures and advising team members on possible cost-saving measures;
Prepares and supports the administration and performance management of contracts and agreements for service providers and/or partner organizations in line with donor and International IDEA policies and collaboration with the Procurement Officer;
Prepares and monitors budgets, tracks financial progress, analyses project expenses, and prepares revisions in coordination with the Financial & Administrative Manager;
Prepares documents and files for project and institutional audits as required;
Ensures contracts and project budgets are registered in the ERP, maintains files and archives, and keeps accurate records of financial and contractual actions;
Manages and monitors all matters relating to the maintenance of the office and facilities, including maintaining an inventory of equipment and furniture procured, dealing with office maintenance issues, and liaising with the landlord regarding lease and property-related matters;
Monitors the budget for meetings, conferences, and workshops as appropriate, and review accommodation and flight bookings with the event organizer to ensure compliance with procurement policies;
Manages the organization of meetings, conferences, and workshops (costing and booking venues, liaising with attendees, organizing travel, etc.) and preparing meeting materials for events;
Works closely with the Programme Manager, Finance Manager, Senior Finance and Administrative Officer in Brussels, and Project Managers, Project Coordinators and Assistant in Ukraine to ensure that events financed from restricted funds are appropriately organized in compliance with established rules;
Provides support for staff travel arrangements, including cost control, travel advances, travel claims, and other related issues; provides support to external consultants as required;
Prepares monthly expenditure reports on data entered into the centralized accounting system;
Reconciles bank statements and petty cash funds of the office monthly;
Produces and regularly updates cash flow forecasts and ensures timely remittance requests to ensure sufficient funds are available to meet programme commitments;
Supports the updating and maintaining the Institute’s internal website for all Ukraine Office-related administrative information;
Maintains contact with the Ukrainian authorities for Human Resources and finance issues;
Ensure compliance with policies and regulations of International IDEA and the Ukrainian state;
Liaises with the IT team to ensure the IT needs of the Ukrainian office are met.

General Profile

Clarifies financial information and requirements with diplomacy and clarity to team members and partners;
Has developed specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience;
Adds value to team-based activities in their unit, and likely to act as an informal resource for colleagues; collaborates with other entities of the Institute as required;
Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
Acts in accordance with International IDEA’s Core Values: Respect, Integrity and Professionalism;
Integrates a gender, diversity and inclusion perspective in all activities.

Reporting line

Programme Manager, Elections and Parliamentary Strengthening

Education and Experience

University degree in business, financial management or other relevant discipline;
Minimum five (5) years of progressive responsibility in supporting Accounting, Finance, Administration and Grant Management functions;
Full or part professional qualifications in finance and accounting, for example ACCA are considered advantageous;
Knowledge of award and contract regulations and reporting requirements of EU and/or other major donors advantageous;
Experience in working in an international context, e.g. in an intergovernmental organization, considered an advantage;
Knowledge of ERP systems is desirable
Fluent written and oral English and Ukrainian is required; Any other widely spoken language in an International IDEA priority region would be an asset.

Terms of Contract:

Local Post.
Fixed term appointment until 30 June 2026.
Remuneration – USD 2,863 Gross per month

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Ukraine for the duration of the contract. International IDEA is not able to support work permit applications.

Applying for this position:

Applications should be submitted online no later than 23:59 (CEST) 05 August 2025.
Please note that all applications must be made in English.

Selection Process:

Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
All candidates will be notified of the status of their application via email once the process has been finalized.

International IDEA is an equal-opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.

Department

Finance, Accounting and Audit

Locations

Kyiv