Адміністративний та фінансовий менеджер (-ка) / Administrative and Finance Manager (RAF) (M/W)

Mission description

Based in Kyiv, the position is under the direct responsibility of the Coordinator of Transversal Functions (CFT) of the Project Support Unit (USP) and in liaison with the financial and administrative services of the headquarters in Paris.

In collaboration with the CFT, he/she will intervene within the Kyiv office with the aim of decentralization of services in the field. The USP is set up of purchasing, logistics, finance and human resources departments, necessary for the implementation of projects. It is supervised by the Coordinator of Transversal Functions (CFT).

He/she is in charge of setting up an efficient administrative and financial service for the projects.

She/he is in charge of the application and monitoring of administrative and financial management procedures at the country level, as well as the effective deployment of tools (Sage X3) and new internal management tools.

She/he must master all financial rules and best practices from cash management to the issuance of financial reports.

She/he supervises the administrative and financial team (cashier, accountant, finance officer, HR, etc.)

She/he is in charge of cash management (money transfer, donor payments, etc.) at the office level.

She/he is in charge of preparing internal and external financial reports and related audits.

She/he is in charge of monitoring the USP budget.

She/he is supervising the administrative management of the office (procedures, archiving, invoices, national administrative obligations, etc.

MISSIONS

In constant contact with the project teams, the main missions assigned to the administrative and financial manager are as follows:

Financial and budgetary management:

• Ensure that contractual and financial information is available
• Prepare and monitor financial monitoring, according to the formats established at Expertise France
• Check monthly financial monitoring (allocation of expenses, consumption, forecasts, etc.)
• Ensure the preparation of internal reports on a monthly basis for project managers
• Ensure the preparation of external reports (donors)
• Prepare and support any audits or controls
• Assist in monthly and annual budget exercises for projects (initial budget, revised budget and landing forecasts)
• Monitor the analytical allocations of cost centers and personnel for the various projects
• Propose and implement controls necessary to ensure the reliability of financial data
• Support projects in preparing their expenditure forecasts
• Assist the CFT and operational staff in preparation of budgets for new projects or budget amendments as well as for internal profitability analyses
• Ensure the financial and accounting monitoring of subsidies
• Supervise payroll management

Accounting management:

• Ensure the implementation of payment procedures, as well as good accounting recording practices
• Check bank and cash register journals, including the implementation of unannounced checks
• Prepare and send the monthly accounting pack to the Treasury department at Expertise France headquarters
• Check accounting documents before sending them to headquarters
• Verification of the consistency of  the accounting data (description, accounting codes, analytical codes, exchange rates, etc.) in the available tools: ERP and Excel files
• Supervise the control of accounting documents
• Ensure compliance with the accounting document archiving policy
• Prepare monthly, quarterly and annual accounting closing documents
• Carry out accounting closings half-yearly with the administrative team and under the supervision of the CFT (expenses incurred and analytical and accounting allocations, donations in kind, immobilization of equipment, etc.)

Bank account management:

• Supervise the preparation of cash flow forecasts for each project
• After validation by the CFT, send them to headquarters and monitor the receipt of funds with the accountant-treasurer

Administrative management:

• Supervise and control the implementation of administrative, financial and HR rules and procedures
• Propose and participate in the drafting or improvement of administrative procedures
• Supervise and monitor compliance with the administrative calendar
• Supervise physical and digital archiving
• Ensure monitoring of office contracts (rental, framework agreements, etc.) in cooperation with the purchasing department and the relevant departments at headquarters
• Provide support to logistics and purchasing teams (procedures, evaluation, negotiation, etc.)
• Monitor developments in national accounting and financial laws and policies
• Coordinate declarations and payment of taxes
• Assist the CFT in the preparation and development of projects

Team management:

• Prepare schedules for the administration and finance teams;
• Evaluate the performance of staff under his/her direct supervision;
• Supervise the proper implementation of his/her team’s schedules;
• Train the administration-finance teams in procedures;
• Organize training workshops on themes according to identified needs;
• Participate in the briefing of new arrivals.

Project or context description

Expertise France (EF) is the French government operator of international assistance projects, which presence in Ukraine has recently been strengthened. EF is implementing several projects, notably the EU Project Pravo-Justice, aimed to promote greater rule of law in Ukraine, in line with European standards and comparative practices, the “mAIDan” project, in close coordination with the French Embassy in Kyiv, with the aim of mobilizing French technical assistance to support Ukraine in addressing the emergency and preparing for reconstruction and the EU accession process. The agency is also supporting several health partners through the project APPUI Health and health program named the Initiative dedicated to the fight against HIV and tuberculosis.

Required profile

Qualifications:

• Higher education in accounting, banking and finance, administrative and financial management with at least 5 years of experience in equivalent positions
• Proven knowledge of ERP and SAGE accounting software
• Ability to work in a demanding and multicultural context;
• Strong capacity for autonomy, independence of mind and impartiality;
• Strong capacity for work, rigor and organization;
• Perfect command of office tools, especially Excel;
• Interpersonal skills, teamwork skills;
• Excellent analytical and report writing skills;
• Excellent written and oral expression in French and English.

Professional experience:

• At least 5 years’ experience in accounting, administrative and financial management of humanitarian or development projects;
• Team management experience;
• Practical experience of international external audit
• Experience with donors and financial reporting is an asset

Additional information

POSITION IN THE ORGANIZATION CHART (hierarchical and functional relationships)

Under the hierarchical authority of: Coordinator of Transversal Functions

Hierarchical authority over: Administrative and accounting team

Under the functional authority of: Financial Affairs Department

Duration of the mission: 1-year renewable fixed-term contract

Date of taking up office: asap

NB: Candidates interested in this opportunity are invited to submit their application as soon as possible, Expertise France reserves the right to proceed with the pre-selection before this date.

The candidate selection process will be done in three stages:

• Firstly, a shortlist will be freely established by Expertise France.
• In a second stage, shortlisted candidates  may be invited to take written tests to assess their technical and linguistic skills
• In a third stage, selected candidates may be invited to an interview.

Deadline for application : 2024/09/11 23:53

Attention! The deadline is shortened 

Link for application https://expertise-france.gestmax.fr/11816/1/administrative-and-finance-manager-raf-h-f/en_US