Finance specialist in HELVETAS Swiss Intercooperation

1. Background

HELVETAS is the largest Swiss non-governmental organization with a dual mandate for long-term development and humanitarian response. It has been present in Ukraine for several years implementing development projects mainly through local partners.

During 2022 HELVETAS initiated emergency assistance. Currently we are building our operational presence to deliver a comprehensive response to the current humanitarian crisis. HELVETAS plans to be active in Ukraine for next 5 years.

 1. Prerequisites

HELVETAS is the largest Swiss non-governmental organization with dual mandate: long-term development and humanitarian response. It has been present in Ukraine for several years, implementing development projects mainly through local partners.

During 2022, HELVETAS initiated the provision of emergency assistance. We are currently building our operational presence to provide a comprehensive response to the ongoing humanitarian crisis. HELVETAS plans to work in Ukraine for the next 5 years.

2. Objective(s) of the Consultancy & Main Tasks of the Consultants:

• Assist the Finance Manager in reviewing all financial reports and supporting documents of partner organizations;
• Prepare Bank and Cash payments;
• Ensure to update Expense Journals and Cashbooks in Excel on a daily basis to reflect the actual status of existing cash count and bank balance in all currencies;
• Submit bank statements and signed Cash Inventory and Cash Books to Finance Manager before the 5th of each calendar month;
•  Ensure month end accounting is carried out including cash counts and bank reconciliation are on a timely manner;
• Ensure that all expenses are entered into the BAS accounting program on a monthly basis for accounting purposes in accordance with Ukrainian legislation;
•  Validate and sign Purchase Requisitions, Approval of Payment from Finance side;
•  Ensure accounting entries are made in line with internal guidelines and Ukrainian legislation accurately and timely by reviewing and approving journals before their postings;
•  Ensure that scanned vouchers are saved in OneDrive on a monthly basis;
• Check log sheets and fuel-calculation forms provided by Logistic Manager, provide fuel-advances and fuel reimbursement.
• Actively take part in harmonization of operational work: sharing with ideas, creating tools, updating guidance etc.;
•  Ensure support costs are allocated (fuel, salaries, rent etc.) based on accountable cost drives backed with relevant supporting documents;
• Other working duties regarding operational tasks of Finance department.

2. The purpose of consulting and the main tasks of consultants

• Assist the financial manager in checking all financial reports and accompanying documents of partner organizations;
• Preparation of bank and cash payments;
• Ensuring daily update of expense logs and cash books in Excel format to reflect actual cash on hand and bank balancebalance sheet in all currencies;
• Submit bank statements and signed cash books to the financial manager by the 5th of each calendar month;
• Ensure timely month-end accounting, including cash counting and reconciliation bank accounts;
• Ensuring monthly entry of all expenses into the BAS accounting program for accounting purposes in accordance with Ukrainian legislation;
• Check and sign purchase requests, approve payments from the finance department;
• Ensure accurate and timely accounting transactions in accordance with internal instructions and Ukrainian legislation by checking and approving journals before they are made;
• Ensure monthly saving of scanned vouchers in OneDrive;
• Check travel documents and fuel calculation forms provided by logistics manager, provide advances for fuel and reimburse fuel costs.
• Active participation in the harmonization of operational work: sharing ideas, creating tools, updating instructions, etc.;
•  Ensuring the distribution of support costs (fuel, wages, rent, etc.) based on accountable cost calculations supported by relevant supporting documents;
• Other work duties related to the operational tasks of the financial department.
  

3. Requirements

• Minimum 3 years of relevant experience.
• Strong MS Office skills, including Excel, 1C, BAS.
• Strong organizational skills and attention to detail
• Good oral and written English skills

Requirements

• Minimum 3 years of relevant experience
• Strong computer skills in MS Office programs, particularly Excel, 1C, BAS.
• Strong organizational skills as well as attention to detail
• Good oral and written English skills

4. Deliverables

The following deliverables are expected during this consultancy:

Timesheet.

5. Results

During this consultation, the following results are expected:

Table.

6. Time Frame of the assignment and programming

The consultancy time frame is from 02nd January 2025 to 31st December 2025, full time. The consultant will provide the time sheets for all working days with the respective activities (template will be provided). 

7. Time frame of the task and programming

The consultant will work from January 2, 2025 to December 31, 2025, full-time. The consultant will provide a time sheet for all working hoursdays with appropriate activities (a template will be provided).

8. Logistics

Logistics support in Ukraine will be provided by HELVETAS Ukraine offices in Kyiv. 

9. Logistics

Logistics support in Ukraine will be provided by HELVETAS Ukraine office in Kyiv.

10. Reporting

The consultant will report directly to the Finance manager.

11. Reporting

The consultant will report directly to the Financial Manager.