Finance & Admin Manager (100%)

Position: Finance & Admin Manager (100%)

Duty station: Office in Kyiv

Reporting line: Response Representative

1. BACKGROUND INFORMATION

Solidar Suisse is a Swiss NGO established in 1936 (then called Swiss Labor Assistance). Today, the organization is active in development cooperation and humanitarian aid in 16 countries worldwide, fighting for global fairness.

In Ukraine, Solidar Suisse implements projects with local partner organizations focusing on shelter, multi-purpose cash assistance, protection and mental health needs. We are seeking a motivated, skilled and experienced Finance & Admin Manager to strengthen Solidar Suisse’s program and support the local partner organisations.

1. PURPOSE OF POSITION

The Finance & Administration Manager is entrusted with supporting Solidar Suisse and the local partner organisations and ensuring compliance with existing rules and regulations.

The Finance & Administration Manager oversees finance, human resource management, administrative and logistic matters of Solidar Suisse in Ukraine and will provide guidance and assistance to project staff and staff of the local partner organizations. He/she ensures effective implementation of the financial and admin policies and procedures according to Solidar Suisse’s rules and regulations and in compliance with donors’ requirements, local rules and regulations.

As a key member of the team, the Finance & Administration Manager will liaise closely with the Solidar Suisse’s HQ.

MAIN TASKS AND RESPONSIBILITIES

The Finance & Administration Manager is entrusted with the following tasks:

Finance

• Manages Solidar Suisse’s day-to-day accounting functions including regular cash verification, bank balance sheets, accounts reconciliation, monthly closing, monthly cash projection and timely submission of financial reports and fund requests to the respective authority;
• Provides support in developing and following up on project budgets and establishes financial forecasts inclusive relevant financial analysis;
• Responsible for recording of bills, advances, invoices and payments in accurate time, and cash reconciliation;
• Ensures adherence to the national laws for income tax and VAT, and ensures applicable payments are made in time;
• Conducts orientations, and continuously guides and advises partners on correct finance procedures and proper documentation;
• Controls partner’s financial report, consolidates and prepares all finance reports required for the program;
• Supports any audit by external entities and reviews partner’s financial management and procedures monthly.
• Development and adaptation of the Finance Policy, in cooperation with the Country Representative and HQ

Administration & Human Resources

• Provides support and advise to the Desk Officer on questions related to local labor law;
• Manages leave schedules of all staff (incl. timesheets);
• Ensures financial, HR and administrative records and filing are comprehensive, accurate, secure and up-to-date. This includes, but is not limited to all financial plans, budgets, contracts, agreements and key correspondence;
• Supports and guides partner’s Finance Officers in all administration and HR related issues and check compliance with internal and external rules and regulations (e.g. staff policy, payroll, labor law);
• Supports the Response Representative in all administrative matters related to the registration of Solidar Suisse in Ukraine.

Logistics & Procurement

• Prepares contracts engaged by Solidar Suisse with third parties;
• Supports, monitors and reviews procurement processes made by the partner;
• Ensures all necessary documentation for procurements are complete, in line with rules and regulations and filed;
• Participates in procurement processes carried out by the partner organizations and ensures compliance with applicable procurement policies;
• Provides administrative support to the team, including organizing travel arrangements, meetings and other events;
• Any other task assigned by the Response Representative and the Desk officer.

Required profile and experience

• University degree or relevant working experience of at least 5 years in finance and in accounting;
• Excellent computer skills; especially in Excel and accounting software;
• Fluent in Ukrainian and English (written, spoken and reading);
• Strong attitude to take initiative, work autonomously and achieve results effectively;
• Able to work flexible, cope with stress and respect deadlines;
• Able to work independently as well as in a team
• Show initiative and actively assume responsibilities, able to plan and organize his/her work independently;
• Show flexibility, loyalty and commitment.

Duration and starting date

We are looking for a candidate who can start as soon as possible with a contract duration until 31st July 2025 with the possibility of an extension and permanent employment.