Finance and Admin Officer - HEKS/EPER Moldova

Job title

Finance and Admin Officer

Duty station

Chisinau, Moldova

Starting date

^1st July 2023

Contract duration

31 December 2023

Contract type

Full time, office based

Reports to

Social Cohesion Manager, Finance & Admin Manager

Direct line manager of

N/A

Main responsibilities

Tasks

Financial Management

and Accounting

·       The Finance and Admin Officer (FAO) will support new project proposals development with the team and provide relevant information for the structural costs of the office.

·       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 Finance and Admin Manager (FAM). Producing financial monitoring reports and a list of recommendations to be sent to the partners.

·       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).

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

·       The FAO 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 FAM.

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

·       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.

·       Keep track of petty cash, inventory, vehicle log book, insurance and other purchases;

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.

·       Performs the implementation and monitoring related to procurement and logistical needs to support HEKS/EPER humanitarian activities, including carrying out tasks related to procurement, supply and contracting of goods/works/services, fleet management, asset management, documentation, and equipment up-grading;

·       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

·       Centralize and disseminate logistics information at the base level.

·       Consolidate the internal reporting and will communicate it in time to the coordination team

HR Support

·       Working with the FAM 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.

·       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 FAM, 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.

Education and professional experience

·     University degree in Finances, Business Administration or accounting.

·     Minimum of 3 years of experience in financial coordination/management of local/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)

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

·       Good time management and interpersonal skills.

Language

·       Fluency in English  (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.