Administrative and Finance Assistant

Administrative and Finance Assistant

The Lutheran World Federation

Position type and closing date

Duty station: Kharkiv

Starting date: as soon as possible

Work time: 100%, Full time job

The closing date for applications: ASAP

Reporting to: Head of Suboffice Kharkiv

LWF World Service

LWF World Service is the internationally recognized humanitarian and development arm of The Lutheran World Federation (LWF). Today, LWF is a widely recognized international organization present in over 20 countries. In response to the crisis in Ukraine, LWF Ukraine has established major humanitarian operation in Kharkiv City/Oblast in the areas of Shelter rehabilitation, Winterization, School shelter rehabilitation, Protection including Mental Health and Psychosocial Support (MHPSS) and Food and NFIs distribution. Previously, LWF Ukraine had extended humanitarian support in Chernihiv Oblast and is now carrying out needs assessment to expand humanitarian support to the affected population in Sumska Oblast. LWF Ukraine aims to support IDPs, returnees and other affected communities in the Kharkiv and Sumska Oblasts. LWF Ukraine coordinates and works closely with the Government of Ukraine, local authorities, the LWF member church, ACT Alliance members, civil society organizations, UN inter-agencies and other relevant actors for effective implementation of the programs.

PURPOSE: To provide support to the LWF Ukraine office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work and will be responsible for coordinating office operations to ensure a well-functioning work space for staff and guests.

Functional Responsibilities

• Timely processing of payment documents.
• Submit payment documents for approval and ensure that payment documents are properly attached as proof of confirmation from vendors/suppliers.
• Liaise with the finance department on all matters.
• Correctly and appropriately reference and maintain payment documents.
• Follow procedures, policies, and the Finance and Procurement Manual when processing payments.
• Play an active role in maintaining internal controls, ensuring compliance with established procedures and zero tolerance for fraud.
• Ensure that clear and legible financial documents are scanned and stored in the Sharepoint cloud storage on a daily basis,
• Ensure that financial documents are kept in full, both in hard copies and scanned copies.
• Ensure that all contracts and other contractual agreements are available, accounted for, properly signed, and monitored for compliance as necessary.
• Review and evaluate current expenditures with a view to saving and/or modernizing as necessary.
• Check the consistency of electronic accounting databases: accounting codes, project codes, budget lines, titles
• Verify that the invoice meets the requirements
• Checking accounting documents (translation, numbering, layout)
• Verification of the nature of the document and its presentation (photocopy, original, proforma, translation, date, signature, seal, terms used, accuracy of calculations, etc.)
• Provide logistic support to the staff in organizing of business trips.
• Provide administrative and logistic support to conferences, workshops, retreats.

Education/ Experience/ Language Requirements:

• Professional qualification – diploma in administration or finance/accounting, business administration, management.
• Work experience – at least 1 year in finance and/or administrative/archival experience, preferably in an NGO; 2+ years of experience in finance and will be an advantage.
• Experience in logistics – 1 year in an NGO. Experience as a finance assistant, finance specialist, accountant or similar position.
• Hight language skills to include English and fluent Ukrainian.

Competencies:

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
• Accountability
• Excellent computer skills – Microsoft Outlook, Word, Excel, Power Point.

6. What we offer:

• Highly competitive salary for the right applicant.
• Paid relocation and accommodation support.
• Good working conditions in an international environment.
• Opportunities for professional growth and self-development (additional advanced training courses).
• Personal Medical insurance, (also on request for 1 additional family member and child).
• 24 days of annual leave.
• Remote work if it necessary.