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HALO Moldova is seeking a Finance and Administrative Officer to join its team in Chisinau, Moldova. This is a full-time, permanent position.

About The HALO Trust (HALO):

HALO is the leading global NGO addressing the impact and drivers of conflict in 30 countries and territories, with over 8,000 staff worldwide. Our primary duty is to serve people affected by conflict, clearing landmines and the explosive remnants of war that threaten lives and livelihoods long after fighting has finished. We make land safe where war has ended, while also assisting those affected by active conflict and endemic violence.

HALO addresses human suffering caused by armed violence, securing weapons and ammunition and working with both state and community actors to reduce the prevalence of armed violence.

Established in 2023, HALO Moldova works with national authorities to strengthen institutional capacity and enhance management systems. Through its efforts, HALO contributes to improving human security, reducing risks, and protecting communities across Moldova.

About the role:

Based in Chisinau, Moldova, the Finance & Administrative Officer supports the financial, administrative operations of HALO Moldova. Working closely with the Project Manager and International Finance Manager, the role ensures effective financial management, donor compliance, accurate budgeting, and smooth office operations.

Key responsibilities include processing invoices and payments, maintaining financial records, supporting budgeting, forecasting, audits, and financial reporting, and ensuring compliance with organizational policies and local regulations. The role also provides administrative and logistical support, including liaising with banks, suppliers, government authorities, and service providers, as well as coordinating procurement and office logistics.

As a flexible, dual-function position, the Finance & Administrative Officer collaborates across programs and support teams to ensure operational efficiency, financial accountability, and effective program delivery. You'll join a supportive team with the global reach of an established international NGO.

Responsibilities

1. Finance

Accounts and Control

• Prepare payment vouchers with supporting documents and submit for verification and approval to the Project Manager (PjM) and International Finance Manager (IFM).
• Record payment vouchers, payroll, accruals, prepayments, and incoming cash into the ERP system (NetSuite) daily.
• Collaborate with the PjM to submit required month-end returns to the IFM in a timely manner.
• Ensure filing of all finance-related documents, both electronically and physically.
• Process Open Vouchers/advances and ensure that live OVs are closed on time before the end of the month. Verify the OV supporting documents against the approved budget breakdown.
• Review and process invoices for payment promptly upon receipt.
• Ensure timely and accurate payments to vendors and service providers, for utilities, and other recurring obligations.
• Reconcile balance accounts monthly.
• Assist in the preparation for external audits and arrange documents for audit purposes.
• Provide documents and data for donor audits.

Cash Management

• Preparation and submission of monthly cash requests in collaboration with the PjM.
• Assist the PjM in managing program cash flow, ensuring sufficient cash is available in-country to meet operational needs.
• Liaise with local banks and financial institutions to address program service needs.

Monitoring

• Conduct regular checks of program safes, ensuring reconciliation with the cashbook.
• Review random financial entries against vouchers and bank statements to verify compliance with HALO procedures.
• Perform regular spot checks on supporting documents and purchase vouchers (PVs), ensuring compliance with HALO policies and local statutory requirements and reporting any irregularities to the Project Manager.
• Oversee program procurement procedures, ensuring adherence to SOPs and value-for-money principles.
• Identify financial risks and collaborate with the PjM and IFM to strengthen internal controls.

Payroll & Taxes

• Process payments to relevant tax authorities, staff income taxes, social insurance contributions, and withholding taxes in accordance with Moldovan legislation and statutory deadlines.
• Collect official receipts and supporting documentation for all tax and statutory payments and ensure they are properly filed both physically and electronically for audit purposes.

Budget Monitoring

• Assist the PjM and IFM in monitoring budgets periodically, ensuring sufficient funds are available before processing payments.
• Assist the PjM and IFM in verifying that costs are correctly allocated to the appropriate donor and budget lines.

2. Administration

General Office

• Collect receipts from vendors and public authorities and obtain quotations/proforma invoices for local purchases.
• Prepare purchase requests for review and approval by the PjM.
• Oversee office repairs, maintenance, and utilities.
• Provide joining instructions for visitors and new staff, arranging hotel bookings where required.
• Support the organization of events, including venue bookings and procurement of necessary materials.
• Alert the PjM to upcoming contract renewal requirements.

Inventory

• Conduct physical inventory checks periodically.
• Register assets in the asset register and ensure fixed assets are appropriately tagged.

Human Resources

• In collaboration with the PjM, prepare and submit monthly insurance lists.
• Maintain staff leave records in coordination with relevant managers and supervisors.
• Manage the departure process for staff, ensuring the return of all HALO assets, closure of outstanding items, and completion of final payments.
• Monitor office cleaners and casual labourers, ensuring contract compliance, payments, and the reporting of any welfare concerns to the PjM.

Logistics and Procurement

• Manage the procurement of equipment and supplies required for project implementation and the day-to-day operation of the office and compound in a timely manner.
• Coordinate field team travel, including the booking of transportation, accommodation, and catering services.
• Monitor inventories, including those of operational and medical teams, and ensure that equipment is maintained in good working condition. Follow up on purchase orders and deliveries at the local level and/or with the headquarters logistics department.
• Oversee and coordinate all procedures related to entry visas, residency permits, work permits, travel authorizations, and other immigration-related requirements for international staff.
• Assist with the translation of documents, training courses, etc both orally and in written documentation from Arabic and French to English and vice versa.

3. Other

• Perform other duties assigned by the PjM and IFM. This job description is intended to summarize the main duties and responsibilities of the post and is not intended to be a full and exhaustive list of tasks. All HALO staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

Generic

• Uphold HALO's core values ​​and standards, promoting its ethos and mission statement.
• Ensure familiarity with and adherence to all HALO policies and procedures, especially the code of conduct and safeguarding.
• Maintain the confidentiality and integrity of financial, personnel, and operational information at all times.
• Discharge duties and responsibilities under HALO's Health and Safety Procedures, which may include risk assessments and participation in evacuation procedures as necessary.
• Remain informed of HALO activities.

Requirements

• Fluency in Romanian and English language, both written and verbal, is required.
• Proven background in financial operations, budgeting, forecasting, reconciliation, and month-end processes.
• Knowledge of financial and tax regulation in Moldova.
• Ability to interpret financial data to support decision-making and provide clear, actionable insights.
• Experience with financial controls, compliance, and audit preparation is highly desirable.
• Advanced Excel skills with confidence using complex formulas and functions such as PivotTables, VLOOKUP/XLOOKUP, SUMIF(S).
• Ability to clean, manipulate, and analyze large datasets efficiently.
• Strong attention to detail and accuracy when handling data.
• Interpersonal and communication skills, with the ability to communicate financial information clearly to both financial and non-financial colleagues.
• Ability to work collaboratively within a multicultural team being proactive and flexible.
• Clear, concise written communication skills, including the ability to produce high-quality reports and summaries meeting tight deadlines.

Travel requirements:

• Domestic and international travel as required.

Benefits:

• Statutory leave in accordance with Moldovan labor legislation and HALO internal policies.
• Lunch allowance.
• Emergency medical insurance while traveling overseas.

Please submit a CV (no more than 2 pages named Surname/First name_CV) and a cover letter (no more than 1 page Surname/First name _Motivation Letter) outlining how your experience matches the key skills and competencies required by 15 of September 2026  to mail@halomoldova.org with the subject “Finance and Administrative Officer – HALO Moldova” . Applications without a cover letter tailored to this position will not be considered.

We reserve the right to amend the closing date depending on the number of applications received. Only shortlisted candidates will be contacted.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and well-being of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviors which challenge this.