Project description

EU4Innovation East is an EU-funded regional project (Georgia, Moldova, Armenia, Azerbaijan, and Ukraine) implemented by Expertise France with a duration of 4 years. The overall objective is to strengthen the innovation ecosystems of Eastern Partnership countries, focusing on enhancing the maturity and sustainability of the startup ecosystem, promoting convergence with the EU market and startup ecosystems, and providing targeted support to Ukraine's digital tech sector.

Position Description 

 Financial & Procurement support

• Support the management and HQ for financial monitoring and supplier invoices, including follow-up, sending reminders, and administrative registration, specifically during administrative closures, and monthly reporting to a lesser extent.
• Assist in the collection of supporting accounting documents and prepare for payment following Expertise France's procedures, including invoice verification, payment monitoring, and managing third-party forms in the ATLAS software. Regularly checks the status of the outstanding advances pending in the system and tracks and coordinates timely liquidations.
• Data Entry - responsible for encoding of all data/transactions into the accounting system in all modules:
• Facilitate financial monitoring by extracting data from administrative information systems to verify entries or apply corrections.
• Reviews procurement documents package for the completeness to ensure that entire set of the documents is in a perfect match and the Invoice and Delivery Report fully reconciles. Verified that all documents are on file in compliance with the procurement policy – requisition, bidding and tender documents, contacts/agreement, TOR/scope of work, goods or service delivery reports, Invoice, waybill and authorized signatures as needed.
• Tracks all standard contracts (lease agreements, short term service contacts, office utilities/communication etc) and the expiration dates, controls prepayments.

·       Ensures that all tax payments are accrued and paid properly, completely and timely.

·       Participate in the preparation of tax declarations as required by local law

• Support during audits.
• Support the coordination with the Finance team of the Mutualised Support Unit in Kyiv, Ukraine on the monthly follow-up of the project (Reporting, Initial and Revised Budget, etc.).
• Administration of Wire transfers and Petty cash according to the EF procedures (non-exhaustive list)  :
  • Prepare wire transfers in the bank and ensure all documents are properly approved prior to transfer
  • Prepare requests to fund the Petty cash
  • Send the request to headquarters and monitor fund receipt
  • Manage project cash flows and ensure sufficient funding
  • Ensure fund security
  • In charge on the cash journal on daily basis: Mandatory accounting document that tracks all transactions (cash receipts and disbursements of a physical petty cash facility)
  • Submit on monthly basis to the HQ via “the cloud” the cash journal and all proof of payment
  • Cash inventory
• Perform other duties as assigned by management or supervisors to support team objectives.

Secretarial and Administrative support 

• Handle the indexing, filing, and archiving of documents associated with project expenses.
• Support the organization of project Committee meetings and related events.
• Maintain and update databases relevant to project management, including information on local stakeholders and providers.
• Contribute to administrative, financial, and human resources tasks as directed by the Financial and Administrative Manager, including processing and negotiation with service providers, budget monitoring for mission organization, and controlling travel costs.