National Admin and Finances Officer – Bucaresti, Romania (Romanian nationals only) At ACTED

Fixed-term | ASAP

ACTED

ACTED is a French humanitarian organization present in over 40 countries globally. ACTED is committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. The commitment of ACTED and that if our teams is guided by 4 core values: (1) Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the resources that have been entrusted to us. (2) Impact: we are committed to having the most sustainable impact for the communities and the people with whom we engage. (3) Enterprising-spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges. (4) Inspiration: we strive to inspire all those around us through our vision, values, approaches, choices, practice, actions and advocacy.

ACTED Romania

With large presence in Ukraine for the past 7 years, ACTED is actively responding to the refugee crises in the region including in Romania. For our operations and implementation in Romania, we are currently recruiting an Admin and Finances Officer.

We are looking for a dynamic, multi-tasking, flexible and result oriented colleague to join our quickly expanding team and implementation in Romania. The position gives an amazing opportunity to enter into the humanitarian aid field and gain the exposure to various tasks and responsibilities.

The position is based in Bucharest with potential short-term travel within Romania.

The position is initially on short-term contract with follow up long-term contract based on performance.

You will be in charge of

1. Administration and HR

1.1. Ensure proper implementation of and follow up on admin FLAT procedures both on capital and field level according to ACTED guidelines and standards;

1.2. Ensure proper physical and electronic filing of financial, HR, Administration and logistics documentation in line with ACTED procedures.

1.3. Oversee the full cycle of recruitment of national staff (ToR development, advertising, interviewing, candidate selection, contract drafting, onboarding, etc.)

1.4. Recruitment/administration of non-staff personnel (enumerators, cleaners, drivers etc.).

1.5. Monthly internal HR reporting.

1.6. Personnel contract management

1.7. Maintain national and international staff personnel files

1.8. Administer international staff visa/residence permit processes.

1.9. Premises management (guest houses/offices)

1.10. Procurement of office and guest house supplies/equipment

1.11. Training staff/personnel on ACTED internal policy framework

1.12. Ensure compliance with the national registration and associated reporting requirements.

2. Finance

2.1. Budget preparation and contractual review

Prepare and consolidate budgets for project proposals
Ensure that donor/project specific financial rules (eligibility, flexibility…) are identified and communicated.

2.2. Implementation and Follow-Up of Financial tools

2.2.1. Monthly reporting consolidation and review (accounting flows, monthly cost analysis, allocation tracking and planning, budget control)

2.2.2. Payroll preparation and validation

2.2.3. Financial Reporting preparation and support

Control/verify financial information from bases (accuracy, exhaustiveness and timeliness) for monthly and annual closures
Financial Reporting to donors
Follow-up payments from donors and financial project close-out (contract liquidation)
Review and control of partners’ financial reports and documentation
Ensure partners’ expenditure is correctly recorded in accountancy

2.3. Conduct the Midyear and Annual Accounting Closures process

2.4. Training and Capacity Building

Training of finance staff and partners on ACTED FLAT Procedures and tools.
Training staff/partners on donor specific procedures

Expected skills and qualifications

Accounting/Finance degree.
Fluency in English and Romanian is required;
Minimum 3 (three) years of work experience in administrative and finance roles preferably in international humanitarian/development organization;
Strong experience/understanding of financial processes, procedures and reporting of international donors is preferred;
Solid understanding of labor legislation and payroll (incl. statutory deductions) is required;
Excellent verbal and written communication skills;
Excellent knowledge of MS Excel and other MS Office program;
Stress-resilience, adaptability, pro-activity, team spirit.