Finance and Administration Officer – Poland

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Finance and Administration Officer

Code: SR-14-2740

Duty station: Poland (Wroclaw, Bialystok, Przemysl)

Starting date: 31/10/2022

Contract duration: 2 months

Reporting to: Country Finance Coordinator

Supervision of: N/A

Dependents: Non-family duty station

General context of the project

INTERSOS started to operate in Poland since February 2022, following the conflict escalation in Ukraine. It got registered in the country in June 2022 and currently runs a health and protection programme focusing on refugees and migrants in 3 regions: Podkarpacie, Podlasie and Lower Silesia.

General purpose of the position

Execute administrative and financial tasks, according to line manager indications and INTERSOS procedures, in order to ensure legal compliance to local laws and to donor’s requirements

Main responsibilities and tasks

• Check accountancy, update economic and financial status of the projects through Journal in collaboration with the Country Finance Coordinator. Monitor the expenses and follow up the budget
• Update the economic and financial status of the Projects of the missions, on a monthly base.
• Accounting with basic reconciliations to be available the 10th of the next month.
• Budget control
• To regularly check, in collaboration with the Project Managers, the economic-financial performance of projects: final balance, expenditure excess, expenditure projections, and financial forecast. Ideally on a weekly base.
• Prepare the Journal in collaboration with the Country Finance Coordinator
• Follow up with the invoices and archives
• Execute payments to suppliers and monthly obligations of the organization
• Execute payments for taxes and social contributions related to employees
• Support the Country Finance Coordinator and HQ for the preparation of documentation for audit purpose
• Assist in the preparation of interim and final report for donors
• To ensures the correct filing of all project financial data
• Execute administrative, finance and legal related tasks, under supervision of the Country Finance Coordinator and with the support of the legal consultant, payroll calculations (HR matrix) and update personal files in order to ensure accuracy, compliance and on time payments
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management. Archive the personnel documentation and keep it in order and send the originals to Coordination office
• In consultation with legal consultant, supervise the taxes payments in the different taxes offices and update social security tax office employee files in order to meet legal requirements and duties
• Draw up monthly pay slips for all staffs, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staffs payroll
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending INTERSOS ’s interests
• Make all administrative information available to the staffs (posting, meetings, etc.)
• Support for the preparation of personnel documentation for audit purpose in coordination with Country Finance Coordinator

Required profile and experience

Education

• Desirable, degree in finance, management (business) or administration

Professional Experience

• Desirable working experience with other NGOs in a humanitarian or development context
• Experience managing administrative and financial duties, of at least 2 years

Professional Requirements

• Essential computer literacy (financial DB, word, excel, and internet)
• HR/Administrative experience

Languages

• English – fluent
• Knowledge of Polish or Ukrainian will be considered as an asset

Personal Requirements

• Service orientation
• Good communication skills
• Confidentiality
• Behavioural flexibility
• Results and quality orientation
• Teamwork and cooperation
• Commitment to INTERSOS principles