Finance & Administration & IT Coordinator – Ukraine nationals only

ROLE PURPOSE:

The Finance & Administration /IT Coordinator The jobholder will be responsible for managing the finance function by maintaining effective financial controls of all the financial matters in the Area office. He/she will further be responsible for providing financial information, technical support and inputs to planning, accounting and reporting processes, undertaking financial analysis to enable the office management team perform strong financial management by making informed decision in programme implementation and follow up

SCOPE OF ROLE:

Reports to: Area Director

Staff reporting to this post: Finance Officers(FO)

Role Dimensions:

As well as overall responsibility of delegated daily financial operations, this role has technical dotted reporting line to Finance Director (FD).

KEY OF ACCOUNTABILITY:

Daily Financial Records & Operations at Field office level.

• Responsible for checking payment vouchers for field office to ensure correct coding, completion of documentation with high data quality, posting. provide financial approval above FO authority and to ensure that they are verified and approved by appropriate officials as per Scheme of Delegations (SOD). Conduct biweekly coordination meeting with FOs.
• Reviewing and posting entered financial transactions in Agresso for the field office.
• Responsible for monitoring program staff advances for the field office staff to ensure that advance policy is adhered to, and advance balance have been minimized and if not, ensure that corrective action is taken.
• Maintain a good business partnering relationship with all function in CO and field offices to ensure smooth financial implementation of projects.
• Support in coaching and mentoring field office finance team by providing creative solution for day-to-day financial operations issues.
• Accountable for Attending all FO tenders opening as finance focal points upon request. Participate in criteria identifications for all tenders, Open tenders envelop, check PRs, participate in financial analysis across all FOs tenders.
• Oversight, review, post and mange third party remittance for field office. By checking documents & posting transfers.
• Support for managing different accounts in Agresso for the field office such as (Accrual, Staff & program advances, prepayment, intercountry, and field office banks account monthly reconciliation).
• Review and monitoring partner’s budget and financial report
• Escalate any noted financial risks / fraud activities directly to CO Lead.
• Provide technical support and inputs to budget holders in the preparation, management, revisions, monitoring and reporting on the area field office plans and budgets while ensuring accuracy and compliance with budgetary and donor requirements.
• Coordinate in close contact with the CO Finance Manager and Award Manager all internal and external audits and reviews of field office.
• Closely monitor all finance programme activities, keep the country programme manager and the finance and administration manager advised of all situations which have the potential for a negative impact on internal controls or financial management.
• Assist the programme team in the preparation of donor reports. Ensure that donor reporting meets all donor financial reporting requirements.

Administrative management and IT :

• Provide administrative support to departments as needed, including filing, data entry, and document management.
• Prepare and distribute internal and external correspondence, reports, and documents.
• Oversee the day-to-day operations of the office, including managing office supplies, equipment, and facilities.
• Ensure a clean, safe, and organized working environment for staff.
• Arrange travel logistics for staff, including flight bookings, accommodations, and visas when necessary.
• Assist in organizing and coordinating events, workshops, and meetings, including logistics, catering, and materials preparation.
• Assist with basic network troubleshooting and user access management.
• Assist in implement and monitor data backup procedures to safeguard critical information.
• Assist in enforcing IT security policies and procedures.

Any other tasks assigned by the line manager.

SKILLS AND BEHAVIOURS (SCI Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.

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

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

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS:

• Bachelors’ Degree, preferably Master, in Commerce & Business, Administration or equivalent in finance related subject.

EXPERIENCE AND SKILLS

Essential

• Previous 3-7 years’ financial management experience with good numeracy skills, e.g. to calculate VAT and allocate payments across cost centres.
• Experience of working in a multi-currency environment & Implementation Partners financial management.
• Ability to work quickly and accurately and attention to detail especially under pressure.
• Excellent MS Excel and analytical skills, ability to work with large amounts of data.
• Good organisation and administration skills to ensure that all documentation is filed on a timely basis and is easily accessible.
• Excellent communication skills on the phone, face-to-face and in writing to be able to explain processes clearly and resolve queries with suppliers and other colleagues.
• Ability to plan and prioritise own work to meet deadlines.
• An energetic, flexible and proactive approach with the ability to work both independently and co-operatively within a team setting and maintain good working relationships.
• Ability to work within set guidelines for the payment of invoices/expenses and identify instances when the guidelines are not being followed.
• A proactive approach to resolving any issues that may arise, by assessing their impact and identifying those that need to be passed to line manager or next level.
• Commitment to Save the Children values.

Desirable

• Knowledge of Agresso finance system or any other automated financial system.
• Knowledge of Awards Management System
• Good written & oral English proficiency
• Experience of working for emergency responses.
• Experience to manage 1-2 reporting staff.

CHILD SAFEGUARDING:

Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.