Finance and Administration Officer, specialist in financial and administrative issues in HELVETAS Swiss Intercooperation

Helvetas is an organization specialized in development cooperation and humanitarian response, anchored in Switzerland. Our vision is a just world in which all people determine the course of their lives in dignity and security, using environmental resources in a sustainable manner.

We welcome applications from motivated individuals in Kyiv, Ukraine. The expected starting date is as soon as possible or upon agreement. 

Contract term: the project provides for an employment contract for a period of 12 months with the possibility of extension.

RECONOMY is an inclusive and green economic development program of the Swedish International Development Cooperation Agency (Sida), implemented by HELVETAS Swiss Intercooperation in the Eastern Partnership and the Western Balkan countries.  More information on RECONOMY can be found here: https://www.reconomyprogram.com/.

Within the frame of the RECONOMY Program a new Program Facilitation Unit (PFU) led project “Navigating the Road Ahead: Creating Shared Values through MSD in Ukraine” will be implemented in Ukraine in collaboration with Volvo Group to support Ukraine’s recovery through systemic improvements in the logistics, transport, and construction sectors. The project focuses on three interlinked workstreams: (1) workforce development, (2) private sector growth, and (3) an improved enabling environment.

Under workforce development, the project modernizes vocational education and training (VET) in mechatronics and logistics-related skills, targeting youth, women, IDPs, and veterans. Private sector development focuses on strengthening SMEs through improved access to finance, business services, and technology adoption. The enabling environment workstream aims to support locally led initiatives to streamline sector-specific policies and regulations while promoting digitalization and public-private dialogue.

The Finance and Administration Officer will ensure high-quality, compliant, and transparent financial and administrative management. Supervising daily financial operations, payments, partner agreements, and inventory while providing clear guidance and technical support to the team and Implementing Partner(s). 

He/she will manage accurate, timely, and complete financial and administrative reporting for the project, proactively identifying bottlenecks and maintaining the quality of outsourced services. Support effective budget monitoring, provide ad-hoc reporting to management, and oversee all procurement processes to guarantee compliance with RECONOMY’s rules and quality standards.

The Finance and Administration Officer will ensure compliance of the program’s activities with required administrative (and financial) processes, most importantly, good risk management. Ensure timely support to project implementation-related administration issues.

Responsibilities:

• Responsible for the supervision and quality assurance of finance and administrative processes. Supports RECONOMY Finance and Operations Managers (FOM) and provides guidelines to the team in day-to-day financial management.
• Supervises and enforces the rules and regulations of the Finance and Admin Manual (FAM), ensuring its impartiality and transparency and providing technical support to parties involved in the RECONOMY team and RECONOMY financial processes.
• Supports in arranging, managing, and controlling the payments related to the project. Assigns the budget codes, prepares, and submits ready-for-payment scanned documents to FM for approval and the Program Assistant to execute the payment in Sangama. Ensures that payments and related supporting documents are completed and aligned with processes and internal controls defined in the FAM.
• Checks and verifies the staff expense claims, confirms the budget code, ensures that supporting documents are completed and aligned with processes and internal control defined in the FAM, and submits to the FM for approval and the Program Assistant to execute the payment in Sangama. 
• Maintain and update the inventory of RECONOMY offices, including the inventory in use by the staff. Preparing and submitting periodic inventory reports, including physical verification of inventory items.
• Ensure compliance with the partner agreements. Provide financial expertise to Implementing Partners and support the team towards efficient and transparent financial arrangements with partners. Review and control the Implementing Partners (IPs') financial reports, the eligibility of expenditures, and whether they align with the budgets approved.
• Supports RECONOMY FM and Procurement/Finance Officer (PFO) in monitoring and reconciling IPs' financial reports with financial documents and receipts. Ensures quarterly and final financial project reports are received from IPs as per project deadlines. Follow-up on correspondence and requests related directly to project finances from project implementers. Provide regular updates of the project's financial status and raise financial issues as required with the FM. Carry out field visits to partners to verify adequate control systems and the reliability of financial reports as requested.
• Provides financial and administrative reports; checks financial and non-financial data on accuracy, completeness, and timeliness; reports to Manager(s) on potential administrative bottlenecks or deficiencies; ensures the quality of outsourced services.
• Monitors budget utilization of the project. Assists Manager(s) with the budget monitoring reports and other ad-hoc reports.
• Ad-hoc report support to Manager(s) and Project team.
• Supports the Project team in procurement processes, providing procurement insights, consultation, and identifying the team needs. Works and coordinates closely with the Procurement/Finance Officer ensuring compliance with the RECONOMY-defined procedures.
• Assists in project’s related procurement processes by preparing requisitions and checking their completeness and authorization/documentary support to ensure that specifications, budget provisions, and all other requirements are in order. 
• Upon request, participates in the selection process for goods, service providers, and Implementing Partners/Market Actors as Tender Evaluation Committee (TEC) member. 
• Responsible for facilitating the contracting for the goods, services and other necessary procurement for the project activities under the guidance of Project Managers/Coordinators in line with RECONOMY procedures.  
• Supports and administers staff timesheets; Checks the timesheets before their approval by the line manager; Maintains sickness and leave administration for the staff; Submits the signed timesheets to PA for archiving.
• Monitors the staff contract expiration and informs line manager timely.
• Organizes the logistics for internal and external meetings, workshops, or seminars.
• Maintain the program soft archive and databases.
• Assists the team with general administrative support such as preparing visit programs, booking meetings, and arranging visit logistics. 
• Assists the team with travel arrangements within the region and travel related to the project.
• Supports the Project team in managing the running tasks of the offices.
• The above goals reflect the general duties and responsibilities considered necessary to perform the job's essential functions and should not be considered as a detailed description of all the work requirements of the position. In addition, other related duties may be assigned.

Key qualities for success in this role:

• Project Management practical experience.
• Solid experience in financial management and reporting, including verifying payments and expense claims.
• Practical experience supporting and monitoring Implementing Partners’ financial compliance.
• Hands-on experience with procurement processes and basic contract management.
• Proven skills in budget monitoring and preparing accurate financial updates for managers.
• Experience organizing logistics, events, and travel arrangements for multi-country teams
• Excellent coordination skills to manage multiple financial, procurement, and admin processes across diverse locations.
• Strong analytical skills to review partner reports, verify compliance, and prepare accurate, timely financial data.
• Clear writing and reporting skills to produce ToRs, financial updates, procurement documentation, and ad-hoc reports for management.
• Good understanding of budgeting, risk management, and monitoring financial performance to uphold accountability and transparency.
• Writing skills – to develop ToRs for assessment/analyses, develop monthly updates and reports.
• Effective facilitation skills to support Implementing Partners and guide the team in applying financial and admin procedures consistently.
• Excellent interpersonal and communication skills to liaise with stakeholders and outsourced service providers.
• Ability to build trust with partners, negotiate effectively (e.g., for procurement or hosting agreements), and maintain long-term cooperation arrangements.
• Strong planning, prioritization, and time management skills.
• Capacity to coordinate onboarding, manage handovers, and support the team in maintaining smooth operations across multiple offices.
• Ability to identify and address administrative bottlenecks, ensuring efficient workflows and service quality.
• Ability to travel frequently within Ukraine and abroad.
• Ability to work in a diverse team. 
• Ability to work on multiple tasks simultaneously.
• Organizational and time management skills.
• Fluent in English and Ukrainian.
• Resident of Ukraine.

We’re Hiring – Inclusive Opportunities! At Helvetas, we believe that diversity and inclusivity make us stronger. We welcome professionals with disabilities and are ready to provide a supportive and accessible work environment.
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Helvetas — це організація, що спеціалізується на питаннях міжнародного розвитку та гуманітарного реагування, заснована у Швейцарії.
Наше бачення — справедливий світ, у якому всі люди можуть самостійно визначати свій життєвий шлях у гідності та безпеці, раціонально використовуючи природні ресурси.

Ми запрошуємо до співпраці мотивованих кандидатів у місті Київ, Україна.
Очікувана дата початку роботи — якнайшвидше або за домовленістю.

Термін договору : проєкт передбачає трудовий договір на термін 12 місяці з можливістю продовження. 

RECONOMY — це програма інклюзивного та «зеленого» економічного розвитку, що фінансується Шведським агентством міжнародного розвитку (Sida) та впроваджується HELVETAS Swiss Intercooperation у країнах Східного партнерства та Західних Балкан.
Детальніше про програму: www.reconomyprogram.com

У межах програми RECONOMY в Україні впроваджується новий проєкт під керівництвом Програмного координаційного підрозділу (PFU) —
«Navigating the Road Ahead: Creating Shared Values through Market Systems Development in Ukraine», у партнерстві з Volvo Group.

Мета проєкту — підтримати відновлення України через системні покращення у сферах логістики, транспорту та будівництва.
Основні напрями роботи:

1. розвиток трудового потенціалу,

2. зростання приватного сектору,

3. вдосконалення сприятливого середовища.

Фахів-чиня/-ець з фінансово-адміністративних питань забезпечуватиме якісне, прозоре та відповідальнеfinancial and administrative management within the project.
The main tasks include supervision of daily financial operations, payments, agreements with partners, record keeping and timely reporting.

The financial and administrative specialist will also provide technical and advisory support to the team and partners, monitor the compliance of all processes with RECONOMY requirements, in particular in relation to budgeting, procurement and management risks.

Main duties:

• Ensuring quality control of financial and administrative processes; supporting the team in day-to-day financial management.

• Adhering to the rules and procedures defined by the Finance and Admin Manual (FAM) and providing technical support to the team and partners.

• Organizing and controlling payments, checking documents and ensuring compliance with internal procedures.

• Checking reports on personnel expenses and preparing payment documents.

• Maintaining and updating inventory of the RECONOMY office, preparation of reports and physical verification of assets.

• Control of the implementation of financial conditions of partnership agreements, analysis of reports of implementing partners (Implementing Partners) and verification of expenses for compliance with the budget.

• Preparation of financial statements, analytical reports and control of timeliness of data.

• Monitoring of budget use, management support in the preparation of reports and forecasts.

• Participation in procurement processes — from the preparation of technical tasks and documents to the selection of suppliers and the conclusion of contracts.

• Administrative support of the team: keeping timesheets, vacations, organizing logistics for events and trips.

• Maintaining the archive of documents and project databases.

Key qualities for success in this role:

• Experience in financial management, accounting or administrative management (at least 3 years).

• Practical experience in preparing financial statements, cost control and budget management.

• Understanding procurement procedures and basic principles of contract management.

• Experience in financial monitoring of implementing partners.

• Ability to organize the logistics of events and business trips.

• Skills in analyzing financial data and preparing analytical materials.

• Knowledge of the principles of risk management, transparency and accountability.

• Work experience with international projects is an advantage.

• Excellent communication skills, ability to establish interaction with stakeholders.

• Organization, attention to details, ability to work simultaneously with several tasks.

• Readiness for business trips in Ukraine and abroad.

• Fluent command of Ukrainian and in English.

• Permanent residence in Ukraine.

We are hiring - equal opportunities for everyone!

At Helvetas, we believe that diversity and inclusion make us stronger. We are open to professionals with disabilities and ready to provide support and an accessible work environment.