DESCRIPTION OF THE POSITION

Based in Kyiv, the position is under the direct responsibility of the Transversal Functions Coordinator (TFC) of the Shared Support Unit (SSU) and in collaboration with the financial and administrative services of the Headquarters in Paris.

In collaboration with the TFC, the Administrative and Financial Manager (AFM) will be in charge of the implementation and monitoring of administrative and financial procedures in the office in Ukraine.

Working closely with the TFC, he/she will supervise administrative and financial staff members (cashier, accountants, administrative assistants, grants manager, etc..). The AFM will manage a team of around 5 people and will support the skill development of the team members.

The Administrative and Financial Manager will replace the CFT during their leave, in this context the AFM could sometimes be required to have a supervision and coordination role over the rest of the colleagues of the SSU.

MISSIONS

The principal missions assigned to the Administrative and Financial Manager will be:

Budget and financial management: 

•          Ensure that contractual and financial information is available
•          Prepare and oversee financial monitoring according to the formats established by Expertise France
•          Check monthly financial monitoring (allocation of expenditure, consumption, forecasts, etc.)
•          Prepare monthly internal reports for project managers.
•          Prepare external reports (donors).
•          Prepare and support any audits or controls that may be required.
•          Prepare monthly and annual project budgets (initial budget, revised budget and landing forecasts).
•          Monitor the analytical allocation of cost centres and multi-project personnel
•          Propose and implement the controls required to ensure the reliability of project financial data.
•          Support projects in the preparation of project expenditure forecasts.
•          Assisting the TFC and operational staff in preparing budgets for new projects or budget amendments, as well as for internal profitability analyses.
•          Working with the grants officer, ensure the proper financial and accounting monitoring of all grants.
•          Working with the HR Manager, manage the payroll.

Accounting management

•          Ensuring that payment procedures and good accounting practices are in place.
•          Check the bank and cash journals, including the implementation of unannounced controls.
•          Prepare and send the monthly accounting pack to Expertise France's head office treasury department.
•          Check accounting documents before sending them to head office.
•          Check the accounting (wording, accounting codes, analytical codes, lettering, exchange rates....) in the available tools: ERP and Excel files.
•          Supervise the checking of accounting documents.
•          Ensure compliance with the accounting document archiving policy.
•          Prepare the monthly, quarterly and annual accounting closing documents - Carry out the half-yearly accounting closures with the administrative team and under the supervision of the TFC (expenses incurred and analytical and accounting allocations, donations in kind, immobilisation of equipment, etc.). 

Treasury Management

•          Supervise and compile cash flow forecasts for each project.
•          After approval by the TFC, send to head office and monitor the receipt of funds.
•          Manage the office's cash flow and ensure adequate supplies.
•          Ensure that funds are secure, including storage facilities.

Administrative management and administrative watch:

•         Supervising and monitoring the implementation of administrative, financial and human resources rules and procedures.
•          Propose and participate in the drafting or improvement of administrative or financial procedures.
•          Ensure that the office's contracts (leases, framework agreements, etc.) are monitored in conjunction with the purchasing department and the relevant departments at headquarters.
•          Provide support to the logistics and purchasing teams (procedures, evaluation, negotiation, etc.).
•          Keep abreast of changes in national laws and policies.
•          Prepare declarations and ensure payment of taxes.
•          Establish and maintain relations with the administrative authorities at national level, in harmony with the French Development Agency (FDA) Group.

Team management:

•          Support and train the team, supporting decentralisation strategies
•          Manage the accounting, financial and administrative team as a whole (setting objectives, interviews, holiday management, etc.)