Finance & Administration Officer

Описание

Fondazione Progetto Arca is a civil society organization engaged in humanitarian response and development programs, headquartered in Italy and active in Ukraine since February 2022.Within the framework of a three-year project funded by the Italian Agency for Development Cooperation - AICS, aimed at improving the condition of women in Ukraine through the promotion of employability and socio-labour inclusion in the cities of Kyiv and Rivne for vulnerable women, the Foundation is seeking a Finance & Administration Officer to be based in Kyiv, with availability for missions to Rivne.POSITION DESCRIPTIONThe Finance & Administration Officer is responsible for the financial management and control, accounting, and financial reporting of the AICS-funded project, contributing to the efficient implementation of project activities in compliance with internal procedures, AICS guidelines, and applicable national regulations, while promoting cost efficiency in project implementation.Furthermore, the Finance & Administration Officer supports the Project Manager in the administrative management of human resources, including contractual aspects and related administrative documentation for project staff.The Finance & Administration Officer will operate under the coordination of the Fondazione Progetto Arca Project Manager in the field and will collaborate with Fondazione Progetto Arca staff in Ukraine, project local partners, and headquarters in Italy.TASKS AND RESPONSIBILITIESPlanning and Budgeting- Participate in the preparation of project work plans and draft periodic financial plans;- Support the preparation, monitoring, and revision of project budgets in close collaboration with the Project Manager;- Coordinate with partners and project sites to collect and verify budget and expenditure data.Accounting and Reporting- Set up, manage, and maintain the project accounting system, including reporting tools and filing systems, in compliance with Fondazione Progetto Arca internal procedures and AICS guidelines;- Supervise project financial operations and prepare accurate financial reports in accordance with donor agreements and deadlines;- Record all financial transactions in the designated accounting system and ensure control and processing of all project supporting documents;- Manage the translation of procurement and purchasing documentation, in coordination with the Logistic & Procurement Officer and local staff;- Carry out monthly reconciliation of all project accounts and maintain an up-to-date reconciliation archive;- Provide monthly financial summaries and reports to project managers and partners, ensuring accuracy and full compliance with donor guidelines;- Prepare fund requests to be submitted to HQ;- Organize training sessions on administrative procedures for partners and local staff.Control and Compliance- Verify that all project expenditures comply with AICS procedures and that supporting documentation is available for all payments;- Monitor budget lines to ensure that all transactions are correctly recorded and allocated;- Implement and strengthen internal control systems, ensuring traceability and proper justification of expenses;- Closely monitor partners’ administrative and financial implementation aspects;- Support any audits, checks, or financial reviews requested by AICS or Fondazione Progetto Arca.Other Duties and Responsibilities- Collaborate with logistics staff to ensure proper asset management;Ensure preparation and updating of administrative documentation for local staff (contracts, invoices, payments);- Carry out other relevant tasks assigned by the Project Manager.REQUIRED EXPERIENCE AND SKILLS- Ukrainian citizenship or permanent residence permit in Ukraine;- At least 3 years of experience in financial and administrative management of cooperation and development projects, including financial monitoring, internal and external reporting, and partner financial management;- Good knowledge of the main administrative regulations, rules, and reporting platforms of major national and international donors (particularly AICS);- Financial management skills, especially in financial monitoring tools, forecasting, and follow-up;- Strong budgeting and accounting skills, with the ability to prepare financial reports, budget proposals, and financial planning;- Excellent organizational and time management skills, with the ability to quickly analyze complex issues and solve problems;- Strong IT skills (Microsoft Office, accounting software, and other database tools);- Excellent written and communication skills in English or Italian;- Experience working in partnerships, supporting and monitoring the financial and administrative capacity of local partners.WORKING MODALITIES AND TIMELINESThe duration of the agreement and collaboration, as well as the compensation, will be defined during the contractual phase, according to the experience of the candidate.The Finance & Administration Officer will work autonomously, both on-site at Fondazione Progetto Arca offices in Kyiv with possible missions to project offices (activity sites), and remotely.The position is strictly reserved for candidates holding a valid FOP work permit in Ukraine.