Finance Assistant

Consultancy Description

The Finance Assistant will provide finance and accounting consultancy for MWH’s portfolio of projects in Ukraine, designed to strengthen the capacity for providing assistive technology and rehabilitation services. The Finance Assistant will support with finance and accounting functions in Ukraine; facilitate Rehab4U project payments, and accounting and ensure appropriate filing, and document processing in compliance with donor regulation, organization practices, and local law requirements; and will provide comprehensive and timely financial and accounting support to the Rehab4U project in Ukraine.

Detailed Responsibilities

Reporting to the Finance and Administrative Manager or other designated staff, the Finance Assistant shall assume the following specific responsibilities for the length of the consultancy:

Task 1: Provide support for financial activities in Ukraine

• Prepare and submit timely monthly financial and expenditure reports, with appropriate supporting documentation, including completed and signed procurement documents.
• Collect and scan required supporting financial and accounting documentation for Ukraine field office project activities under MWH and donor requirements.
• Share documents with an accounting outsourcing company and track timely submission of all backup documents for local reporting purposes.
• Supporting in organizing and maintaining an electronic and physical filing system for accounting, finance, and records in line with MWH filing and information management procedures.
• Prepare Payment Requests and other necessary forms to ensure timely payment of monthly expenses.
• Input payments in the local banking system for payment processing
• Prepare monthly allocations between the projects and submit for the Finance and Administrative Manager's review and approval.
• Work with primary documents, including their verification, organization, and archiving

Task 2: Ensure that programmatic costs are in line with grant compliance guidelines and the approved budget

• Support expense tracking and review of payment back up documentation
• In processing payments, ensure that costs are reasonable, allowable, and allocable to the grant in line with donor regulations and MWH policies.
• Ensure the proper reconciliation of advances and reimbursements in line with donor regulations and MWH policies.
• Review trip expense reports for completeness, accuracy, allowability and support payment processing for local trips
• Reconcile field office corporate cards balances per MWH guidelines.
• Ensure all corporate card transactions are accurately recorded and reconciled in line with MWH policies and donor requirements.
• Responsible for preparing and submitting all corporate card transaction reports, including gathering and organizing payment confirmations and supporting documentation for all corporate card purchases.

Task 3: Cooperate and coordinate with local contractors and stakeholders to ensure proper and timely financial practices in Ukraine

• Support cooperation with local accounting agencies to ensure timely submission of local tax reports and processing of salary reports and calculations.
• Submit expenses and backup information for local accounting agency to ensure timely reflation of the information in the local accounting system.
• Support cooperation with local bank on payment processing and any issues occurred.
• Provide information to local colleagues on missing primary documents and ensure that all the original documents are in place to the best extent possible.
• Coordinate with the local bank to open and properly maintain corporate card accounts, ensuring compliance with local regulations and MWH guidelines.
• Cooperation with local staff and vendor on obtaining correct and appropriate primary documentation.