Вакансія: Administrative/Financial Specialist

ICAP at Columbia University, a global health leader situated within the Columbia University Mailman School of Public Health in New York City, seeks the services of a Administrative/Financial Specialist which will be based in Kyiv, Ukraine.

POSITION SUMMARY:

The Administrative/Financial Specialist will provide day-to-day administrative and financial support to the ICAP office in Ukraine. This includes preparation of administrative documents, procurement, maintenance of office property, and office records to ensure that the existing operational practices and procedures are in line with the ICAP, USG/HHS* administrative requirements, as well as national requirements and laws. He/she will also be expected to work closely with the Program and Finance-Administrative staff to provide administrative support to all project activities.

MAJOR ACCOUNTABILITIES:

• Provides comprehensive administrative support for operational scale (incl. office maintenance) in compliance with local law and SOPs requirements:
• Provides full logistical, organizational support and administrative support for any program/operations activity in line with the project rollout plan (offline and online);
• Conducts bidding/tender for procurement of supplies/goods/services;
• Cooperate in preparation package of documents for payment (PO, PR and etc.);
• Maintains the Preferred Vendor List on an annual basis in accordance with ICAP SOPs, this includes collecting commercial offers from suppliers, preparing bid documentation and analysis, initiating the procurement committee meetings, taking notes of the meetings;
• Works with selected vendors to ensure correct and timely completion of vendor profile form and collection of all the necessary supporting documents;
• Performs other duties necessary for effective operations of the project, as assigned by the direct supervisor. Responsible for preparing bank payments in the online banking system: payments by EFT, conversion, cash deposits, administrative messages, etc.;
• Responsible for preparing the vouchers for bank payments; timely and properly completing all the information in QuickBooks;
• Collecting and checking all supporting documentation for bank payments (checking the supporting documents for invoices, acceptance certificates, bids, etc);
• Responsible for the opening of new vendors templates in the Online Banking system, getting the required approval from the VAM, etc;
• In close cooperation with the outsourced local accounting company fulfilling control of all accounting functions per the local legislation;
• Maintaining inventory log under the custodianship of the ICAP UAper ICAP SOPs and the local legislation;
• Preparing supporting documents for monthly FFRs: checks, scans, and files supporting documentation;
• Performing other duties necessary for effective operations of the project, as assigned by the direct supervisor.

EDUCATION:

 Minimum Bachelor’s degree in Economics, Business Administration, Business Relationships. An advanced degree is an asset.

 EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS:

• Computer literacy: competence and confidence in Word and Excel, Email/calendar applications, Internet, database work, including data entry, searching and reporting – preferably Access;
• Practical experience of working with the online banking system is an asset;
• Practical experience in the accounting sphere;

• Very good communication and negotiation skills;
• Experience of working in a busy office environment;
• Good organizational skills and a systematic approach to work;
• The ability to prioritize between competing demands;
• Experience of work within a team;
• Initiative to identify improvements to procedures;
• Reliability about time-keeping and keeping to deadlines and valuing the importance of paying attention to detail;
• A flexible approach and willingness to learn and adapt to new office systems and procedures;
• Ability to work unsupervised once a task has been explained;
• Fluency in English, Ukrainian.
• Legal ability to work in Ukraine (Kyiv).

The position is contingent upon availability of grant funding. Columbia University is an equal opportunity and affirmative action employer. It does not discriminate against employees or applicants for employment on the basis of race, color, sex, gender, religion, creed, national and ethnic origin, age, citizenship, status as a perceived or actual victim of domestic violence, disability, marital status, sexual orientation, status as a Vietnam era or disabled veteran, or any other legally protected status.

Interested applicants should submit their CV and a cover letter by email to [email protected] by June 25, 2023
Only shortlisted candidates will be contacted.