Administration and Finance Officer

  • Alinea International
  • Warszawa, Poland
  • Sep 09, 2022
Full time Accounting Admin-Clerical Finance

Job Description

About Alinea International:

Alinea International is one of Canada’s leading international development firms, providing management and technical expertise to developing and transitional country partners on projects that promote sustainable growth and meaningful opportunities for people to improve their lives. Over the past 30 years, we have implemented over 370 projects in more than 65 countries.

Alinea International has two offices in Canada and 11 offices around the world, including an office in Ukraine. Over the almost thirteen-year of Alinea International presence in Ukraine, the team successfully implemented five international technical assistance projects.

At Alinea International we value equity, diversity and inclusivity in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

About the project:

In October 2019, Alinea International launched a new five-year project in Ukraine: Support Ukraine Reforms in Governance (SURGe). SURGe is a technical assistance project in Ukraine, funded by Global Affairs Canada and implemented by Alinea International Ltd.

SURGe’s Ultimate Outcome is to help the Government of Ukraine (GoU) to deliver governance and economic reforms that better respond to the needs of its citizens. To achieve this, the Project will strategically enhance and strengthen the GoU’s reform management functions, namely its capacity to undertake planning and analysis of reforms that consider citizen impact and to implement these reforms.

Position summary:

Given the current security situation in Ukraine, Alinea International Ltd. opens SURGe Project’s office in Warsaw, Poland.

The role of the SURGe Administration and Finance Officer is to help plan, direct, and coordinate administrative and program support activities, procurement, financial recordkeeping, and reporting, at the head office of the project, which is currently located in Warsaw, Poland.

The Administration and Finance Officer will provide support and assistance to the SURGe Finance Manager for the efficient and effective operations of all project financial, procurement, accounting, and administrative functions.

The Administration and Finance Officer will lead in project-related interactions with Polish government officials, as necessary, and with service providers, landlords, and other Poland-based individuals and businesses seeking to interact with SURGe and Alinea in Poland. The Administration and Finance Officer will also provide guidance to project staff and consultants related to compliance with financial and administrative procedures.

Employment Type: full-time, Monday-Friday.

Position type: administrative staff.

Location: SURGe Office, Warsaw, Poland.

Reports to: Canadian Program Director, the SURGe Finance Manager and the Canada-based finance and administration officers.

Remuneration: fees are subject to negotiation and must not exceed established market rates.

The Administration and Finance Officer position will involve working in a self-directed manner, as well as part of a team including Ukrainian and international personnel within a participatory and iterative project framework. Under the general guidance of the Canadian Program Director, the SURGe Finance Manager and the Canada-based finance and administration officers, and in collaboration with the Ukrainian regional team members, and in consultation with the other Advisors and Specialists, the Administration and Finance Officer shall perform tasks as listed.

Main duties in Administration, but not limited to, are the following:

 Ensure that office operations progress smoothly by identifying needs; evaluating options; maintaining equipment; approving invoices.

  • Coordinate the logistical arrangements for international consultants visiting or living in Poland, including making arrangements for visas, residence ID, hotel and domestic airfares, and other domestic transportation requirements.
  • Coordinate the logistical arrangements for Ukrainian and international personnel participating in workshops and conferences in Poland, including arranging for meeting venues, hospitality and transportation, as needed.
  • Maintain and provide historical reference by developing as necessary, and utilizing filing and retrieval systems.
  • In collaboration with the human resource managers from other Alinea projects with offices in Poland, ensure that the organization’s HR rules and regulations are in compliance with local/national labor law.
  • Ensure that organizational procurement policies and procedures are in place.
  • Coordinate and address issues related to office rent, office furniture/equipment, service contracts, utilities, sanitation, security and transport; follow up on-time renewal and cancellation of contracts.
  • Greet visitors to the office, as a first point of contact.

 

Main duties in Financial Management, but not limited to, are the following:

 

  • Provide local data on costs of goods and services in Polish regions covered by the consultancy, and assist with the preparation and monitoring of project budgets in collaboration with Alinea’s Canadian Finance Officer and SURGe Finance Manager.
  • Liaise with the SURGe Finance Manager on matters pertaining to project financial management, accounting, procurement, banking, and in consultation with the SURGe Program Director and Deputy Director(s).
  • Ensure compliance with Polish financial and taxation regulations.
  • In collaboration with the SURGe Finance Manager, ensure the preparation and submission of timely consolidated financial reports for the consultancy; including but not limited to: monthly ledgers summarizing all field expenditures, bank reconciliations, advance requests, and cash counts.
  • Provide financial data and input for budget control and project progress reports.
  • Coordinate and manage advance payments and deposits for rents and/or leases with Polish landlords or agents, vendors and repair / maintenance service providers. At the end of the program, ensure that all rental deposits are recovered, utilities and services are cancelled in a timely manner and that all related payment obligations have been settled.
  • Monitor local financial conditions; report on significant changes; e.g. exchange rates, inflation, taxation and corporate regulations and recommend actions if/when there are significant changes that may affect the operations of the consultancy.
  • Contribute to team effort by accomplishing assigned tasks thoroughly and on time.

 

Preferred qualifications and skills:

 Associate Degree or higher in Office Administration.

  • Associate Degree or higher in Accounting and/or Financial Management.
  • 3-years’ experience in administration and financial operations of an international project.
  • Demonstrated knowledge and experience of standard procurement and office management practices.
  • Excellent interpersonal skills and human relations capacity.
  • Proficiency in MS Office basic suite of programs.
  • Good command of written and spoken English.
  • Excellent command of written and spoken Polish.
  • Basic knowledge of Ukrainian will be an asset.
  • Ability and willingness to travel to SURGe’s operational areas within Poland.

Application Instructions:

  1. Cover letter is mandatory to be considered. Cover letters should detail how you fit the opportunity, your daily fee and current availability.
  2. Alinea International accepts electronic submissions only. Send your cover letter and CV to valeriias@alineainternational.com till indicated deadline for applications.   
  3. Please, include following in the email subject line: SURGe Administration and Finance Officer (Warsaw, Poland): your last name, your first name].

Please note, only short-listed candidates will be contacted for follow-up. We do not welcome unsolicited phone calls.

Applications received after the indicated deadline and/or without letter of interest will not be reviewed and considered.

 

Language

English, Polish, Ukrainian

Skills needed

Communication, Teamwork, Self-management, Organisation