Асистент, асистентка, Finance Assistant (ABA Project)

ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проєктів у 43 країнах.

Job Purpose

The Finance Assistant is responsible for supporting partner CSOs in their financial management, namely in preparing proper financial reports and ensuring that the financial processes are in line with Acted standards. The assistant will support the Finance officer in accounting and finance management, update financial spreadsheets with daily transactions, manage banking payments and assist the internal auditor by gathering, compiling and analyzing financial, logistical and administrative information.

Responsibilities:

Partner Financial Reporting

• Ensure the review and control of partners' financial reports and documentation
• For each partner’s report received, check the physical documentation and its consistency with the partner’s ledger, check the expenses allocations
• Check that the partner’s expenses are correctly recorded in SAGA
• Verify partners' accountancy and financial reports, ensure BFUs are accurate
• Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.)

Partner support through the grant cycle

• Prepare documents for payments of partner tranches
• Act as focal point for partner CSOs for finance-related questions and support partners with routine financial questions (formats, templates, basic documentation requirements) and redirect complex issues to the Finance Officer.
• Maintain updated financial files for each partner (BFUs, supporting docs, tranche schedules, correspondence)
• Monitor partner expenditure burn rate and alert the Finance Officer/PM when underspending or overspending occurs.
• Track partner compliance with financial deadlines (BFU submission, documentation delivery, quarterly reports) and inform the line manager of delays.
• Support partners in understanding ACTED documentation requirements, ensuring proper use of templates and correct categorization of expenses.
• Escalate high-risk financial issues (e.g., fraud indicators, major ineligibilities, systemic non-compliance) to the line manager
• Support the Finance Officer in the preparation and organization of financial workshops, trainings and other capacity-building activities for partner CSOs.
• Assist with the preparation and distribution of training materials, presentations, templates and other supporting materials.
• Support administrative arrangements for finance-related workshops and trainings, including participant lists, invitations, attendance sheets and preparation of financial training materials, in coordination with the Logistics Team for logistical arrangements.
• Provide basic financial support during capacity-building activities and help partners with routine questions related to Aсted financial requirements, templates and reporting procedures.
• Support the collection of feedback from partners and maintain records of capacity-building activities and participants.

Management of Financial Transactions

• Update financial spreadsheets with daily transactions, premises table
• Record accounts payable and accounts receivable in Excel and SAGA
• Track and reconcile bank statements
• Process invoices and follow up with Logistics department, suppliers and partners as needed
• Provide administrative support during budget preparation
• Carry out the double filing of accounting vouchers on a monthly basis
• Check that the partner’s expenses are correctly recorded in SAGA
• Archive accounting documentation in accordance with ACTED procedures

Monthly Bundle from the Base

• Organize timely preparation of the bases' monthly accounting
• Check accounting document information, including consistency between vouchers and cash books, physical counting and balances
• Check the bases' electronic accounting consistency: accounting codes, project codes, budget lines, titles
• Check and ensure invoice eligibility
• Check accounting voucher submissions (translation, numbering, layout)
• Suggest amendments to be made in the event of errors to the Country Finance Manager

Participate in quarterly and annual audits

• At the end of the contract or annually, prepare the files to be sent to headquarters (final checking of invoices and their presence, complete the risk file if necessary)
• Prepare the document base on external/ internal auditors' requests
• Finalize the dispatch of files by adding labels and adequate packaging

Other

• Support line manager in preparation of the BFU
• Support the financial review of procurement documentation, including budget availability, financial information and arithmetic accuracy, under the supervision of the Finance Officer.
• Perform quality control of the invoices
• Provide support to partnership team in finance related questions
• Any other tasks assigned by line manager

Key Performance Indicators

• At least 95% of partner financial reports are reviewed within the agreed internal deadline, with discrepancies communicated to the Finance Officer in a timely manner.
• Partner financial files are updated within 2 working days following receipt of new financial documentation.
• Partner financial deadlines and outstanding documents are reviewed and followed up at least once per week.
• Routine partner financial queries are acknowledged or responded to within 2 working days.
• 100% of accounting vouchers assigned to the Finance Assistant are filed and archived by the applicable monthly closing deadline.
• At least 98% of transactions entered into SAGA and Excel are recorded accurately without requiring subsequent correction.
• Assigned administrative and financial follow-up tasks for capacity-building activities are completed within the agreed preparation timeline.

Key Qualifications & Skills

• Bachelor’s degree in Finance, Accounting or Economics
• Work experience as a Finance Assistant, Finance Officer, Accountant, or similar role
• Good knowledge of accounting and bookkeeping procedures
• Advanced MS Excel skills (creating spreadsheets and using financial functions)
• Familiarity with accounting software (e.g. 1C; SAGA, QuickBooks)
• Basic level of English
• Strong attention to detail, with an ability to spot numerical errors
• Strong organizational skills and ability to work with minimal supervision

Увага! Згідно чинного законодавства, при працевлаштуванні військовозобов'язані громадяни України зобов’язані надати військово-облікові документи та оновити свої військово-облікові дані.Attention! Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

Ми пропонуємо

• Офіційне працевлаштування;
• Регулярний перегляд заробітної плати;
• 28 календарних днів щорічної відпустки;
• 3 додаткові дні відпустки на рік згідно з внутрішніми політиками;
• Оплата лікарняних у розмірі 100% заробітної плати (до 15 днів на рік) згідно з внутрішніми політиками;
• Можливість працювати віддалено 2 дні на тиждень згідно з внутрішніми політиками;
• Медичне страхування та страхування життя;
• Комфортний сучасний офіс із зоною для відпочинку, де завжди доступні чай та кава;
• Дружня мультикультурна команда, яка підтримує розвиток і відкритість;
• Доступ до консультацій з професійним психологом для підтримки ментального здоров’я;
• Курси англійської мови для покращення комунікаційних навичок;
• Перспективи кар'єрного зростання.

«ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.»