Данська Рада у справах біженців оголошує конкурс на заміщення вакансії адміністративного/фінансового спеціаліста. Дедлайн - 3 вересня 2017 р. (далі - англ.).

ABOUT US

The Danish Refugee Council (DRC) is an international non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world. As a humanitarian organisation working in some of the most challenging operational environments in the world it is of uttermost importance for DRC to work in compliance with the DRC Accountability and Quality Management system in the areas of Administration, Human Resources, Finances and Procurement/Logistics. Smooth, reliable and effective operational systems are preconditions for DRC to maintain its position as a trustworthy and reliable partner for our donors and an accountable organisation towards our beneficiaries.

 DRC has operated in Ukraine since June 2007. In January 2013, it closed its office upon completion of its programmes for the protection of asylum seekers and refugees, and for the capacity building of government and civil society. DRC has returned to Ukraine since 2014 and work for immediate support to the displaced and crisis-affected population by providing legal, shelter, livelihood, and protection services. DRC also works in the field of humanitarian mine action through the Danish Demining Group (DDG).

 ABOUT THE JOB

The Administrative/Finance Officer, in coordination and cooperation with the programme and support staff, and supervised by the HoFA in Kyiv and the Head of Office in Sloviansk is expected to substantially contribute to Ensure smooth and timely management of the admin/finance tasks, including human resources (HR) management and support Program unit in terms of admin/finance/HR issues.

 Furthermore, Admin/Finance Officer, in coordination and cooperation with the program and support staff, is expected to pursue the following objectives in his/her daily work:

1. The Admin/Finance Officer is responsible for, under the supervision of the HoO, all specific aspects of office accounting (preparing cashbooks, taking care of advances and payments etc.).
2. The Admin/Finance Officer coordinates closely with programme units regarding payments in order to ensure that DRC financial procedures and guidelines, as well as the respective government regulations are followed. Periodic travel may be required to other DRC offices.

1. The Admin/Finance Officer manages, under the supervision of the HoO, the HR documentation and the respect of DRC HR, admin, and finance procedures in the Severodonetsk-Slovyansk area.

 Your main responsibilities will be:

• Manage finance operations for Slovyansk and Severodonetsk offices under close supervision from Head of Office and Head of Finance and Administration based in Kyiv;
• Update cashbooks on a daily basis to reflect the actual status of existing cash count and bank balance in all currencies.
• Prepare payment requests, ensure usage of relevant budget line and project codes when cost booking takes place.
• Ensure that the cost description in the cashbook and that the quality of the cashbook overall meets the DRC internal guidelines.
• Manage proper filing system for financial documents; ensure that scanned vouchers are sent to HoFA on a monthly basis.
• Fill in and follow financial documents: consolidate budget table, forecast, salary split.
• Check log-sheets and fuel-calculation forms from Log-department, provide fuel-advances and fuel reimbursement
• Work, along with budget holders, on the budgets revisions and follow through new budget follow-up (BFU)
• Ensure proper filing system for financial documents  and send scanned vouchers to HoFA on a monthly basis;
• Manage different administrative tasks such as coordination of office maintenance agreements and its proper implementation: office lease, water supply, ensure delivery of the documents to the Kyiv office when needed;
• Ensure temporary residence registration for expatriate staff coming for more than 3 months to Slovyansk and Severodonetsk; ensure residence registration on the temporary residence permits;
• In coordination with HR focal point supervise recruitment for Slovyansk and Severodonestk office, including checking and approving recruitment procedure forms, short-listing candidates, coordinating job interviews;
• Control preparation of employment documents to be submitted to GDIP for official employment; as well as documents for civil agreements  for short term contracts;  
• With assistance from HR unit ensure tracking timesheets and keeping updated the benefits accrual records in coordination with relevant line managers and under supervision of the Head of Office; submit signed timesheets on a monthly basis to HR Manager;
• Work effectively with logistics and programme staff in procuring supplies (program/office supplies, stationary, etc.) and services (utilities) as needed in a timely manner;
• With assistance from HR unit coordinate Annual Performance Review, including collecting of self-evaluations and Managers’ evaluation signed; ensure all staff understand the procedure and know how to follow it;
• Work effectively with HoFA/HoO, and the Procurement and Logistics Officer (P&LO) in order to ensure availability of office supplies (program/office supplies, stationary, etc.) and services (utilities)
• Ensure, in coordination with the HoFA, HoO, and P&LO that DRC internal and donor specific procurement guidelines and procedures pertaining to conflict of interest and the international code of conduct are followed, enforced and met
• Ensure that all documentation is prepared in a transparent and accountable manner and that relevant staff is provided with regular updates on the procurement status
• Ensure that all expenses are validated as per DRC internal policies
• Ensure that the vehicle maintenance record and files are kept up to date and logbooks are shared with the country office
• Any other duties as agreed with the Head of Office and HR Manager.
• Other tasks as requested by DRC team
• Understand, and ensure the observance of the DRC Code of Conduct

 General Regulations:

• The employee shall follow DRC instructions on security, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework.
• Employee should not engage in any other paid activity for any other agency during the DRC contract period without Country Director’s authorization.
• Employee should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period.
• Employee should not give interviews to the media or publish project-related photos or other material without Country Director’s authorization.
• Employee shall return all borrowed equipment for the project to DRC after the end of the contract period or upon the Country Director’s request.

 About you

To be successful in this role we expect you to be reliable, rigorous and well organized, committed to professional development, able and willing to learn and extend scope of work and to organize prioritization and planning, possess excellent inter-personal, communication and negotiation skills. All employees should master DRC’s core competencies: Communicating, Taking the lead, Collaborating, Striving for excellence and Demonstrating integrity.

 Required

• Advanced university degree in Finance, Auditing, Economics, Accounting, Business administration, or other related field;
• At least 5 years of overall working experience, preferrably in international NGOs;
• Good communication, presentation and reporting skills;
• Full working proficiency in both oral and written English, Ukrainian and Russian (equally important);
• Proficiency in Microsoft Office programs.

 Desirable

• Experience in working with IDPs and conflict-affected population;
• Capacity to manage stress and flexibility for long working hours;
• Ability to take initiatives and work without constant supervision;
• Motivated and dedicated to his/her job;
• Small business / micro-finance qualification will be an advantage.

Skills & Qualities

• Honest and trustworthy, reliable, rigorous and well organized.
• Able and willing to learn to extend his/her scope of work.
• Able to manage priorities, take initiatives and work without constant supervision.
• Motivated and dedicated to his/her job
• Good team player
• Good sense of humor

 We offer

Contract length: 6 months

Level: B (National scale)

Start date: 18 September 2017

 The application is open for Ukraine citizens only. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff; please refer to drc.ngo under Vacancies.

Application process

All applicants must send a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

ATTENTION: Though external and internal candidates are equally encouraged to apply for this position, in case of equal level of qualifications and interview performance the preference will be given to an internal candidate. Closing date for applications: 03 September 2017. Due to the urgent nature of this recruitment, DRC reserves the right to interview candidates on rolling basis, so the candidate might be selected before the closing date.

 If you have questions or are facing problems with the online application process, please contact [email protected]

For further information about the Danish Refugee Council, please consult our website drc.ngo.