Finance and Admin Coordinator HEKS/EPER

Job title

Finance and Admin Coordinator  HEKS/EPER

Duty station

Chisinau, Moldova

Starting date

As soon as possible

Contract duration

6 months

Contract type

Full time, office based

Reports to

Humanitarian Aid Delegate

Coordinates with

Project Manager, HEKS/EPER Partners.

Direct line manager of

Finance & Admin Team

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 Humanitarian Aid Delegate (HAD) for final review.

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

·        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.

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

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.

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

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

HR Support

·        Supervise the Finance & Admin Manager (part-time).

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

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

·        Check and send interviews grids, final selection sheet and recommendation to the HAD for final approval.

·        Ensure timely staff salary transfer through banking system.

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

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

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

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

Safety and Security

·        Together with HAD, asses and consult other partners to ensure security of the operation; Ensure risk assessment and share security information.

·        Assist team members to produce timely incident report to the line manager and advice the HAD 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.

Professional requirements

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

·        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.

·        Good time management and interpersonal skills.

·        Willing to work at least 20% at the field level.

Language

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

Personal requirements

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

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

·        Flexibility and good stress-management.

·        Respect of HEKS/EPER mission and values.