Assistant, Finance and Administration

Organizational Context

Job Purpose

Under the direct supervision and the guidance of the Senior Finance Officer, the Admin and Finance Assistant will support proper implementation of International Federation of Red Cross and Red Crescent societies and Moldova Red Cross IFRC/MRCS programmes in a timely, effective and efficient manner, as well as will provide support to the Finance and Administration Unit of Moldova Country Office.

Job Duties and Responsibilities

Invoice processing

• Processing of supplier invoices allocated by the Senior Finance Officer facilitating their payments as the invoices become due.
• Ensure that expenditure incurred is in full compliance with the Federation Financial and procurement procedures.
• Check expenditure and documentation on payment requests to ensure compliance with donor financial requirements and in line with audit recommendations before submitting payment proposals to treasury for payments.
• Perform matching to supplier accounts monthly.
• Ensure that invoices are filed appropriately and stored as per the federation principles on filing, also retrieved easily upon demand.

Month end Closure process

• Assist in preparation supplementary Service invoices for partner National societies on a monthly basis.
• Assist in reconciliation of Supplementary service accounts
• Asist in processing of Lease agreements for Delegates’ apartments and IFRC Office and ensure no service disruptions.
• Drawing up and delivery of monthly VAT report to the State Tax Inspectorate, the provision of the reimbursement of the VAT applied.
• Assist in monitor and clear the accounts 1490 (deposits account) as represented in the Balance Sheet.
• Ensure efficient filing system within the Finance Unit by reviewing and preparing federation files and transmitting them to the archives.
• Assist in management of petty cash for day-to-day payments in the location.
• In the absence of the Senior Finance officer assist in the preparation of the bank payments ensuring all relevant supporting documentation is provided.
• Any other tasks assigned by the line manager

Job Duties and Responsibilities (continued)

Support

• Support the admin officer in event organization and preparing all finance related documents.
• Assist in payment of relevant admin related invoices as per the tracker issued by the Admin Officer.
• With prior approval of the Administration Officer, prepare Logistics requisition of materials needed for maintenance activities, with a time frame and cost.

Education

University Degree in Business Administration, Commerce, or any other relevant fields plus full professional accountancy qualification (CPA) (K), ACCA – Required

Experience

1-3 years in similar positions – Required

Knowledge, Skills and Languages

• Ability to write basic Financial and Admin Reports – Required
• Practical knowledge of computers (Windows, Spreadsheets, Word processing, e-mail) – Required
• Data analysis – Preferred
• Filling – Required
• Able to work in a team – Required
• High degree of integrity, discretion and personal conduct – Required
• Flexible and Adaptable to changing working conditions – Required
• Self – motivated, with good judgement and initiative – Required
• Able to prioritize and meet deadlines – Required
• Good verbal and written communication skills – Required

Languages

Competencies, Values and Comments

High degree of integrity, discretion and personal conduct; Flexible and adaptable to changing working conditions; Self-motivated, proactive with good judgement and initiative; Excellent interpersonal and written communication skills; Ability to prioritise, meet deadlines and work under pressure; Attention to detail; Able to work in a multicultural team; Good interpersonal skills; Able to work under minimum supervision; Good stress management