Position: Admin and Finance Technical Officer
Reports to: Ukraine Analysis Hub Project Manager
Supervision of: N/A
Budget responsibility: N/A
Duty Station: Kyiv
Travel: Possible
Duration & contract type: 100%, 6 months
Starting date: November 2023, ASAP
Eligibility: Must have the right to live and work in Ukraine
About ACAPS
ACAPS is dedicated to helping humanitarians make better decisions. We want to put evidence at the heart of decision-making. To achieve this, we collaborate with a variety of partners across the humanitarian sector and beyond. We strive to be an evolving platform providing:
Independent analysis to support evidence-based decision making for humanitarian operations. Deployment of experts to support assessments and analysis in crisis. Innovative approaches to collect more reliable and timely data and conduct rigorous analysis Capacity development of humanitarian actors to carry out better needs assessments and analysis.Ukraine Analysis Hub
ACAPS Ukraine Analysis Hub (UAH) has been monitoring the conflict in Ukraine and producing timely, independent, and high-quality analytical products on the humanitarian situation in Ukraine and the region since March 2022. Since its inception, the UAH has delivered a comprehensive set of analytical products, including in-depth analytical reports and datasets.
The project also seeks to bolster analytical capacity and assessment capabilities in Ukraine, through mentoring and technical support to Ukrainian civil society.
The project is composed of 16 staff members, working mainly from Poland and Ukraine.
Purpose of the position
The Admin and Finance Technical Officer will be responsible for overseeing administrative and financial processes in the ACAPS Ukraine Analysis Hub under the supervision of the Project Coordinator, the Team Leader, in collaboration with NRC and the ACAPS Support Unit. This will include distribution and filing of key documents, follow ups on budget and accounting, as well as support in planning and booking travel and events. This person will ensure compliance with necessary procedures and policies and perform general office management and administration support.
Role and responsibilities
Administrative Support
Filing HR and financial documents including Job Descriptions, timesheets, and invoices. Coordinate the process of timesheets delivery to ACAPS and NRC in a timely manner. Coordinate team’s absences and follow ups on annual leaves. Monitor and ensure consistency between different HR platforms. Support with recruitment and onboarding processes Organise travel, workshops, and events in collaboration with the team. Ensure and follow up all administrative procedures of NRC. Liaise with NRC on issues related to hosting management and reimbursement of costs. Coordination of an internal asset register, asset focal point.Finance Support
Coordinate the procurement process within the hub and ensure all the documents are signed and deliverables concluded. Ensure proper authorisation and tracking of procurement work with consultants, including contract signatures, deliverables, invoices, and other administrative tasks (travel expenses, liaison with procurement in Geneva etc) Budget monitoring, expense tracking, and support with budget design for new projects under the supervision of the Team Leader and in close collaboration with the Finance team Coordinating with ACAPS expense tracking and accounting with hosting NRC offices Ensure appropriate archiving. Responsible for the technical support of the administrative tools and policyCritical interfaces
The Admin and Finance Technical Officer will work closely with the Support Unit as a member of the Support Unit to ensure consistency between ACAPS and NRC administrative and financial processes. The Admin and Finance Technical Officer will collaborate with all members of the Hub and NRC Administrative Unit.
Competencies
This position seeks people with excellent attention to detail, organisation, and budget management skills, able to work both in person and remotely with diverse team located across multiple locations. This person will have excellent communication skills and ability to work effectively in a collaborative manner.
Generic competencies
University degree or vocational training in a relevant field (administration, finance, management, business, law, accounting). Minimum 2 years' relevant professional experience in administration or finance. Experience in humanitarian sector is highly desirable. Good document drafting skills. Priority management of tasks Ability to effectively work within a multi-cultural environment. Problem solving skills, results oriented approach. Fluent written and oral communication skills in English and Ukrainian. Proficiency in standard ICT office support tools including spreadsheets, word-processing and presentation software. Demonstrated numeracy skills and excellent attention to detail.Behavioural Competencies:
Ability to work independently. Planning and delivering results Communicating with respect and tactfulness Initiating action Attention to detail and organization. Adapting and responding to change Result-oriented and problem solving