Finance Assistant

This is an extra-budgetary position subject to the availability of funds. The incumbent will receive a Fixed-term Letter of Appointment in the duration of 1 (one) year, which will be subject to satisfactory completion of a 6-month probationary period. A further extension is subject to satisfactory performance and the availability of funds, until the end of the Project (“Consolidating the democratization process in the security sector” (phase VI), ExB 2400948), currently expected to run until 31 October 2027.

Tasks and Responsibilities:

Under the supervision of the National Finance Officer, the incumbent is responsible for:

• Processing payment for goods and services, including representation, operational advances and implementing partners, ensuring completeness of documentation and validity of charges; screening the incoming invoices ensuring that all invoices are paid on time, including verifying the accuracy of the amounts; matching claims/invoices with Purchase Orders (POs) and submitting disbursement for approval; examining and processing documentation for the payment of travel claims, including Daily Substances Allowance (DSA) submitted by staff and sponsored travellers; reviewing validity, correctness and completeness of the claims and supporting documentations; assisting in preparation of VAT forms in order to meet all deadlines;
• Monitoring Project budget expenditure in the system and providing regular information to the Project manager; proposing corrective actions in terms of expenditure and short-term planning;
• Using ERP, initiating and following up on actions related to Invoice processing, maintaining supplier database for all entities including physical persons, vendors and implementing partners, travel authorization requests/claims and dealing with all related inquiries;
• Performing administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material; preparing requests/documents, requisitions etc., all related to project administration;
• Maintaining an up-to-date filing system (both paper and electronic) and databases of accounting and financial documents related to the Project; recording management of all financial and administrative documentation on behalf of the Finance Section.

Necessary Qualifications:

• Citizenship of or permanent residence in the Republic of Serbia;
• Completed secondary education. Formal training in office administration, finance, records management or similar will be considered an asset;
• Minimum four (4) years of working experience in office administration, of which at least one (1) year in an international environment;
• Thorough understanding of office procedures and administrative processes, preferably in a multicultural environment;
• Experience in project administration, using administrative skills to assist in the execution of project activities;
• Excellent oral and written communication skills in English and Serbian;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel), internet;
• Experience with an ERP software would be considered an asset;
• Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender and youth perspective into task and activities;
• Ability and willingness to work with people of different nationalities, cultural and religious backgrounds and diverse political views while maintaining impartiality and objectivity.

Source: https://vacancies.osce.org/jobs/finance-assistant-g4-3817