International Foundation For Electoral Systems (IFES) angajeaza Finance and Administrative Officer

• LocationChisinau, 2000, Moldova
• Job CategoryProgram Administration, Financial Management
• IndustryElection, Democracy, Non-Profit
• Employee TypeLCN
• Required Degree4 Year Degree
• Travel10%
• Minimum Experience4 Years

Description

About International Foundation for Electoral Systems (IFES):

IFES advances democracy for a better future. We collaborate with civil society, public institutions and the private sector to build resilient democracies that deliver for all. Our technical assistance and applied research develop trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since 1987, IFES has worked in more than 145 countries, from developing to mature democracies. In accordance with IFES’ approach: A society is able to reach its full potential in a world in which people of all genders are fully engaged as equal partners in their families, workplaces and communities. Based on international human rights standards and best practices, IFES promotes political participation, justice and equal rights around the world. IFES reflects these values in its programming and workplace culture.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High Quality Decision-Making, Accountability, Teamwork and Collaboration.

Project Description:

IFES is launching activities under the Moldova Inclusive and Participatory Political Processes project supported by USAID. Under the project, IFES supports election management actors in Moldova in building on the country’s democratic reforms, preparing for upcoming elections, and strengthening responses to crises and threats.

Primary Function/Purpose:

The Finance and Administrative Officer (FAO) plays an essential role in organizing and managing IFES Moldova office, operations, and finances during the startup phase and program implementation. The FAO is the key financial manager in the office, responsible for maintaining accounting and other records, and liaising with an outside accounting service provider, other service providers, vendors and consultants, and IFES HQ. The FAO is responsible for ensuring that the office and operations run smoothly and in accordance with IFES and donor policies and requirements.

The FAO must be available to work in Chisinau, Moldova full time, and must have residency status and the right to work in Moldova. This position is expected to begin around June 2024.

Job Responsibilities:

• Provide administrative and logistics support to program implementation in-country, including procurement of services and equipment, invoice reconciliation, and local office communication;
• Support management of events, including trainings, workshops, and conferences;
• Support the update and maintenance of sound financial records in accordance with local laws and regulations and IFES policies and procedures;

• Manage operations and office, including maintaining the office space to ensure that it is clean, orderly, presentable, and functional (assisted by cleaner), and manage consultants and service providers providing services to maintain the office;
• Stay up to date regarding important developments and trends related to operations, accounting, and the legal environment in Moldova;

• Serve as the field office liaison on financial matters with IFES Moldova accounting and legal services providers, and HQ-based staff;
• Prepare monthly financial reports and office wire transfer requests;
• Serve as human resources focal point for IFES Moldova, and work with accounting and legal services provider(s) to manage and maintain benefits, payroll and salaries, and compliance with local and IFES requirements and regulations.
• Maintain accurate employee records/data (i.e., contact information, payment information and copies of employment letters), timesheet records, vacation and sick leave balances, etc. for each employee according to IFES policy;
• Maintain office accounting, project records and documents, including consultant contracts, project files, etc. in close cooperation with IFES Moldova accounting and legal services provider(s);

• Take lead role in facilitating guest visits, including but not limited to transportation, logistics, lodging, and welcome packages;

• Contribute to editing/writing quarterlies and other reports;
• Provide assistance on various projects and assignments;
• Conduct research and provide general support in proposal development process;
• Other duties as assigned.

Education:

Undergraduate degree in accounting, business, finance, or related field. Master's degree is preferred.

Experience:

4+ years' total professional experience, with 1+ years' experience working on finance and administration at an international/foreign NGO, organization, or business. Experience with a Moldovan or international NGO/non-profit organization is a plus.

Related Skills or Knowledge:

• Strong attention to detail, and ability to prioritize tasks and meet deadlines required;
• Ability to manage processes and complete tasks without supervision; 

• Excellent communication skills in order to be able to work with IFES program and administrative staff to identify and resolve issues; 
• Willingness to adhere to all principles of confidentiality; 
• Must value operating in a collaborative and cooperative environment; 
• Ability to show initiative, good judgment, and resourcefulness;
• Familiarity with USAID regulations and requirements preferred;
• Experience with QuickBooks small business accounting software is preferred.

Language Skills:

Professional working proficiency in Romanian and English is required. Professional working proficiency in Russian is an asset.

Application Instructions:

Interested applicants should submit a resume/CV and a cover letter in English as part of their application. 

1. The resume/CV should include contact information for at least two (2) former supervisors or peers able to serve as recent professional references;
2. The cover letter (maximum length 1 page) should explain why the candidate considers themself suitable for the position.
3. Please submit all documents by May 31, 2024
4. To apply please follow the link/Pentru a aplica, vă rugăm să adresați link-ul