Finance & Administration Associate

We are recruiting on behalf of our client a dynamic and innovative Finance & Administration Associate to work for an international organization created to foster an integrated approach to water resources management and provide practical advice for sustainably managing water resources.

The Finance & Administration Associate will, as part of the organization’s small but high-powered Finance & Administration Team, help to further sustain, strengthen, and build the financial management systems and practices across the Network of partners.

Qualifications & Requirements:

• At least secondary education in Business Administration, Accounting, Finance;
• Minimum 3 years experience in finance and administration, preferably in an international working environment;
• Good familiarity with accounting systems and knowledge of NAV and Ascendo an advantage;
• Proficient in MS 365 Office with advanced skills in Excel;
• Conscientious, socially skilled, and service-minded attitude as well as excellent attention to detail and numerical accuracy;
• Ability to work independently and multi-task;
• Committed to meeting deadlines and good quality of work;
• Excellent oral and written communication skills in English;
• Working knowledge of Swedish is required;

Role description

Accounting & Payments: • Check and process supplier invoices, travel claims, and reimbursable for approval;
• Release approved supplier invoices and claims for payment;
• Register vouchers in the accounting system and prepare accounting entries for processing;
• Update currency rates table monthly, per diem rates, and travel claim templates bi-annually;
• Continuously improve administrative and financial routines within the Finance team;
• Support the annual closing and audit: providing auditors with annual financial reports and information as requested; follow up on any issues raised in the audit reports;
• Support the Finance team in consolidating supporting documents of the regional costs, e.g., invoices of regional IT costs;

Financial Reporting & Records management: • Participate in the planning and execution of timely monthly reconciliations;
• Assist with preparations of monthly, quarterly, and annual reports;
• Prepare and submit quarterly VAT reports and monthly office expenditures reports;
• Consolidate quarterly project reports and update liquidity & budget follow-up reports;
• Quality assure timely financial reporting and follow-up on discrepancies;
• Keep updated user manuals for Ascendo and NAV, and an updated fixed asset register;
• Ensure filing and archiving of accounting and administrative documents;

Facilities & Procurement coordination: • Coordination and liaison with providers and suppliers for office services, which include office maintenance; office supplies; relocation; renovations/refurbishments; office ergonomics; health & safety; security and fire safety measures; key card access; (excluding IT, printers, and phone hardware);
• Ensure archiving of office services supplier contracts;
• Oversee the procurement process of office services;
• Ensure efficient distribution of mail and deliveries;