Finance, Admin & Partnership Officer (for nationals only)
Finance, Admin & Partnership Officer (for nationals only)
Posted on :
04-06-2025
Employer Active
1 Vacancy
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Job Description
Description
ROLE PURPOSE:ensuring effective financial controls over all partner-related financial matters while providing financial information technical support and inputs for planning accounting and reporting processes. They will conduct financial analysis to support the office management team in making informed decisions for strong financial management and effective program implementation. Additionally the FO will provide administrative support to the Area Office staff including external liaison office and facility management procurement preparation of payment documentation scheduling and attending external meetings and other ad-hoc administrative tasks as required.
KEY AREAS OF ACCOUNTABILITY :
General Administration 40% LOE
- Support in implementation of office processes and protocols as per SCI Standard Operating Procedures health and safety;
- Initiate the payment requests for all SCI rented premises (incl. apartments for International staffarranging accommodations for visitors Office rent etc.)
- Initiate other related payments
- Monthly reports on Corporate credit card taxi use reports monthly budget planning for the field office
- Ensure all payments are supported with appropriate back-up documents;
- Responsible for premises/facilities management in Mykolaiv;
- Responsible for office supplies and assets procurement orders;
- Responsible for general office and guesthouse maintenance including re-ordering of supplies and maintaining accurate records;
- Responsible for preparing and updating documentation (contracts for suppliers; lease agreements etc.)
- Responsible for ordering/organization of all the transportation and accommodation needs for all the visitors;
- Support in arrangements of events (trainings conferences) meetingswith key stakeholders including government agencies donors and implementing partners. Attend meetings to support as required.
- Assist with obtaining visas and Temporary Residence permits for international staff (in close cooperation with Travel Officer)
- Supervises office cleaners ensuring office space and guest houses are kept clean and are in appropriate condition.
- Assist in preparing reports to management and other stakeholders;
- Support the development of operational budgets when required;
- Ensure all the documentation are kept safe and confidential;
- Provide efficient support to international staff and visitors arranging transportation and accommodation.
- Prepare documentation for support staff (contracts for support act-invoices recommendation letters travel reports etc.).
Finance & Partnership 60% LOE
- Lead on reviewing partner advance requests and financial reports alongside programme team members and ensure that SCI and Donor requirements are being met.
- Monitor partners settlements and advances report to Line Manager of any issues.
- Support Head of finance to Ensure donor/ SCI regulations and financial fraud awareness policies and procedures are clearly communicated to partner staff they are well understood and all activities meet donor/ SCI requirements.
- Review SCI records ensuring that partner financial reporting and supporting documents is up to date and properly maintained in accordance with SCI and donor requirements. This includes both desk reviews and voucher reviews. and provide feedback to the partner in consultation with the Head of finance as appropriate.
- Lead an ongoing process to appraise partner organizations financial controls and systems in line with the SCI partner governance and finance manual. This will include field visits desk audits and other methods as appropriate. Ensure recommendations are implemented in agreement with the Partner.
- Provide support to the finance and accounts departments of partner organizations to enable them to produce and submit accurate expenditure reports Support will include design of accounting and reporting systems design of spreadsheets training and on-going financial guidance.
- Participate in all program team meetings to ensure a full understanding of all program work and any financial implications arising.
- Work closely with any outsourced support to ensure that the quality and costs meet SCI standards and policies.
- Coordinate in close contact with the CO Finance and Partnership
- Coordinator CO finance for all internal and external partner audits and reviews.
- Any other tasks assigned by the line manager.
BEHAVIOURS (Values in Practice)
Accountability:
- holds self accountable for making decisions managing resources efficiently achieving and role modelling Save the Children values
- holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- sets ambitious and challenging goals for themselves and their team takes responsibility for their own personal development and encourages their team to do the same
- widely shares their personal vision for Save the Children engages and motivates others
- future orientated thinks strategically and on a global scale.
Collaboration:
- builds and maintains effective relationships with their team colleagues Members and external partners and supporters
- values diversity sees it as a source of competitive strength
- approachable good listener easy to talk to.
Creativity:
- develops and encourages new and innovative solutions
- willing to take disciplined risks.
Integrity:
- honest encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS
- Certificate of education higher level of education desirable
EXPERIENCE AND SKILLS
- Minimum 2 years of experience in a similar role preferably in finance administration or partnership management.
- Experience in administrative work including office and facility management.
- Prior experience or knowledge of NGO operations is desirable.
- Proficiency in Microsoft Office (Excel PowerPoint) and database management.
- Strong interpersonal skills with the ability to collaborate effectively.
- Excellent verbal and written communication skills in English Russian and Ukrainian.
- High attention to detail strong organizational skills and discretion when handling confidential information.
- Ability to work independently and proactively in a dynamic environment.
- Proven ability to manage a challenging workload and meet deadlines.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
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