Finance & Admin Officer (m/f/d) full-time/ part-time

humedica e.V. is an international non-governmental organisation that has been operating worldwide since 1979. . Based in Kaufbeuren, Germany, we have been working to ensure that people in emergency situations can not only survive, but also return to a dignified life. This is achieved thanks to the great commitment of around 80 employees in Germany, as well as an international team and hundreds of volunteers. Neutral and independent, with a heart for people coupled with professionalism, we are committed to improving living conditions and providing good healthcare in our worldwide projects. Christian charity is our guiding principle.

If you are a creative team player, appreciate lean structures and flat hierarchies with development opportunities and would like to live out your passion for people in need, we are looking for you to join us ​from 01.03.2024

​Finance & Admin Officer (m/f/d) full-time/ part-time​

​​(Temporary position for 1 years with the possibility of extention)​

​​Finance& Admin Officer will be coordinating and ensuring the implementation of all financial and administrative activities of the country office in Ukraine , as well as ensuring timely reporting and compliance with donor rules and regulations. She/He will also provide management support in the administration of the financial and human resources, implementation of internal controls and the general accepted principles of international accounting and active participation in the budgeting processes for current and new projects/programs. ​

YOUR RESPONSIBILITIES

Essential functions:

• Maintain oversight of finance, procurement, human resources, and operational activities of the country office
• Establish procedures for stewardship of financial operations, including accounting/banking, payroll, subcontracting, procurement, etc.
• Ensure all activities and operations maintain compliance with local laws and humedica rules and regulations
• Ensure efficient processing of bank and cash transactions, including reconciliations
• Execute all budget and financial tracking and reporting requirements and respond to related inquiries in a timely fashion
• Develop and maintain humedica HR policy for the country office
• Represent humedica country office in the events, meetings or committees of the stakeholders (partners, donors, etc.) related to financial and administrative tasks (e.g., tender committees, audits, etc.)
• Any other duties as may be assigned by the humedica country office Ukraine Country Director.

Financial Management:

• Review and negotiate terms of grant contracts before signature (payment & financial reporting schedule, etc.).
• Follow-up payments from donors and financial project close-out (contract liquidation).
• Ensure that procurement and contract signing procedures are strictly adhered to.
• Take the lead on external audit commissioning and liaise with the auditor in support to the country compliance teams if any.
• Ensure that an internal control system is in place and properly implemented

Project Finance processes:

• Assist Project Management in the preparation of budgets for the projects
• Assist Project Finance HQ team in the implementation of humedica-wide reporting templates for projects in Ukraine
• Review of financial reporting (monthly, quarterly, semi-annually, annually) by project partners or by Project Management (the latter, where the project is executed by Humedica) and communication of the results to Project Finance
• Review of all reports for compliance with project guidelines, humedica rules and donor requirements
• Review of project procurement processes and ensuring compliance with humedica and donor rules
• Preparation of proposals and reports to donors in accordance with donor’s regulations and signed agreements.

Accounting:

• Ensure the completeness and accuracy of accounting records and closing of accounting books on a timely basis.
• Ensure that supporting documentation for all accounting transactions meet in the very least the minimum requirements of the agency and donors.
• Ensure production of monthly financial statements and other financial reports as needed according to the deadlines
• Ensure the timely preparation and review of all cash and bank reconciliations.
• Ensure set-up of new project books and regular back-ups of finance data.

YOUR QUALIFICATIONS

You want to play a part in supporting people in need with your expertise, ambition and Christian conviction at humedica. You are highly qualified and bring a high level of motivation, but above all invincible passion. You look forward to a working day that is characterized by harmonious cooperation. We are also looking for:

• ​​A 4-year degree or diploma in accounting, finance and/or bookkeeping,
• Min 2-4 years’ work experience with donor funding.
• Proficiency with national accounting systems
• Prior working knowledge for an international organization and/or donor-funded organisations
• Good interpersonal skills and the ability to develop strong working relationship at all levels of management
• Demonstrated ability to work independently, as well as part of a team
• Fluent in English and Ukrainian, knowledge of German and Russian would be an advantage

BENEFITS

Competitive salaries and conditions of service will be offered to the successful candidate.

Performance criteria based on the requirements will be used to assess the performance of the successful candidate at regular intervals.