Finance Assistant

Johanniter International Assistance is a global INGO with operations in multiple countries, and expertise in the field of medical, health, livelihoods and emergency programming. Johanniter has been active in Ukraine since Russia started the full-scale war on 24 February 2022. We have since been implementing more than ten humanitarian projects through several local partners with coordination from HQ.

Job Description

The job holder will support the Finance Coordinator in the day-to-day financial management of the country office. She/he manages and records all financial transactions into the field template for upload in the accounting system SUN and ensures payments to all suppliers based on the invoices generated from Logistics. She/he ensures that all necessary supporting documents for payment vouchers are available, appropriately signed by various authorities and scanned and arranged properly to be uploaded to the sharing platform.

Key working relationships

The person reports to: Finance Coordinator

Key Responsibilities

Strategy and Vision:

• Actively supports the values of Johanniter and shapes the work according to these values

Cashbook management:

• Ensure accuracy and completeness of the cash/bank books and ensures proper filing of all financial documents

• On a daily basis, records all the transactions into the SUN upload template and ensures that the booking texts conform to the organisational financial guidelines

• Ensures the safety of the safe and performs weekly cash counts (in presence of Finance Coordinator) 

Processing and payment to suppliers/vendors

• Receives payment requests from Logistics, prepares the payment voucher and submits to Finance Coordinator for review and approval from authorized signatories, ensuring that all documentation is properly signed and dated correctly.

• After approval releases payment and records it in SUN budget template. 

• Ensures that all receipts are stamped using the Johanniter Approval/ Paid stamp and that all invoices and or receipts are signed by the suppliers

• Ensures the invoices are arranged in a chronological order and scans and files them accordingly in the various files for each cashbook 

• Ensure that all bank transfers to suppliers are done when necessary and assist the Finance Coordinator with banking related issues.

Support to ensure the accountancy in terms of quality, reliability and transparency:

• Ensures the management of cash boxes (following up advances and maintaining the advances register, physical inventories, expenditure conciliations, etc.)

• Checks purchasing procedures are followed (RFPs, PA, and Payment Vouchers are systematically signed by authorized persons).

• Checks that expenditures are validated by the management taking into consideration all the validation thresholds of Johanniter for Finance Coordinator, Head of Mission and HQ staff.

• Checks the supporting documents and their conformity (requisition forms, quote analyses, invoices, inventories, etc.) for all the transactions before payments are made.

• Properly files all financial documents, ensuring that the filing system is updated, complete and accurate.

• Scans monthly closing documents and uploads them to the sharing platform after review by the Finance Coordinator

Person Specification

Professional Qualification and Experience:

• Diploma in Business Administration, Accounting, or Management

• Minimum of one (1) year of solid experience in financial accounting and administration ideally in an NGO/ INGO setting 

Skills:

• Professional in Excel and computerised accounting. Knowledge of SUN Systems or any other accounting software is essential

• Strong knowledge of Ukrainian financial regulations and accounting rules

• Honest and of high integrity

• Accurate and precise work style

• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines 

• Good knowledge of English 

Availability 

Incorporation date: ASAP.

9 months renewable.

Benefits

• Health insurance;

• Office in center metro Ukrainian Heroes(3 minutes) or Teatralna(8 minutеs);

• Official employment;

• Competitive salary and benefits;

• Opportunity to contribute to humanitarian work; 

• Travel reimbursements and per diem from  office to areas of implementation;

• Interviews done on rolling basis and can be finalized prior to the closing date;

• Salary payment 2 times a month;

• Salary will be according to Johanniter salary grid;

• Flexible working hours.