Finance and Admin Officer

HelpAge and Strategy 2030 – delivering real impact for older people. 

HelpAge International works with partners and a diverse global network of more than 150 organizations across 85 countries, supporting millions of older people to live safe, dignified and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience.

Our 2030 strategy Ageing in a Just World sets out how we will work together to shape the future we all share. By working together, we aim to help inspire a movement for change and through ensuring all our work promotes older people’s wellbeing, dignity and voice, we can transform the lives of older people now and in the future.   

As part of our 2030 strategy, we have a continued commitment to inclusive humanitarian action, supporting older people and their families at a time of crisis.

HelpAge in Ukraine.

HelpAge has been present in Ukraine since 2014, with a total workforce of +700 people including staff and volunteers/contractors.   As one of the few INGOs with an operational presence in Ukraine at the start of the crisis, we were able to respond immediately with life-saving activities in the Donetsk and Luhansk Regions and have since scaled-up assistance in the Central and Western Regions of Ukraine.   In addition, we have a program to support refugees in Moldova and work through partners to support refugees in Poland.  Our response plan includes immediate support such as cash assistance, food distributions, NFI distribution (health and dignity kits), WASH, Protection and Mental Health and Psychosocial First Aid as well as longer-term programming on cash assistance and community and home-based health and care. 

We are seeking passionate, talented candidates for several roles to further strengthen our country team.  

Key areas for impact/influence and responsibilities:

To support the financial management of HelpAge Ukraine programs and office operations, ensure compliance with relevant donor guidelines and HelpAge policies. The Finance & Admin Officer will also carry out several admin tasks in Lviv and will be travelling periodically between the two field offices.

Financial Management and Accounting (incl. taxation, use of SUN system) (20%)

• Support Finance Coordinator LVIV, overseeing the year-end procedure, and ensure that all financial returns are completed accurately and to the required timescale.
• Support during internal and external audit
• Check and verify supporting documents, including coding, authorization level, validity, and sufficiency.

Cash management (40%)

• Manage the petty cash according to organizational and country rules and regulations.
• Reconcile daily cash book with cash count.
• Be responsible for the checking of financial documentation (vouchers, supporting documents, etc.) and maintaining the safe storage and data capture of all documents submitted for payment.
• Perform and document scheduled and unscheduled cash counts.
• Manage and follow up open advances for the relevant Field offices staff.
• Maintain SUN system Excel based Cash books daily based on the finance supporting documents according to finance guidelines.
• Produce a monthly Petty Cash request for the relevant Field office in liaison with the Finance Coordinator Lviv.

Banking (30%)

• Issue payment orders in the bank system
• Assist FC LVIV to collect bank statements and perform bank reconciliations, to Excel Based bank book WEEKLY.
• Check and verify supporting documents, including coding, automatization level, validity and sufficiency.
• Assist FC Lviv to maintain SUN system Excel based bank books daily based on the finance supporting documents according to finance guidelines.

Admin and Coordination (10%)

• Actively contribute to the weekly Support Services staff meeting
• Maintain the filing system daily, including scanning and filing of supporting documents.
• Undertake any other duties as discussed with the Finance and Admin Coordinator LVIV to fulfil the objectives of the program.

PERSON SPECIFICATION:

Essential

• Accounting qualification or qualified by experience
• Experience of working in a multi-disciplinary team
• Excellent analytical, planning skills and attention to detail
• Good communication skills
• Good Command of English
• Knowledge of Labour law, tax policies in Ukraine
• Ability to maintain accurate and transparent data system
• Working knowledge of spreadsheets mainly Excel

Desirable

• Experience of accounting procedures of international donors
• Experience of development, implementation and monitoring of finance and administrative systems and procedures.
• Experience of computerized accounting systems

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters.

In addition, as an HelpAge employee you are expected to:

• Work collaboratively, building mutual trust and respect, with external organizations and partners to achieve our strategic aims and objectives; being accountable for the work you do together
• Adapt to new directions or opportunities arising within the organization and in your work area; being flexible in your role, constantly using the feedback to learn more and evolve further.
• Lead behavioral and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged
• Extend HelpAge’s reach and impact, by creating and identifying new business development opportunities and building relationships with new partners.
• Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalized by gender, economic status, disability and other factors of discrimination.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with.

Therefore you will also be responsible for:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work;
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism;
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.