​Finance and Administration Desk ​

Position Name: ​Finance and Administration Desk ​ 

Duration: ​ 12 months​ 

Starting from: ​October 2026 ​    

Duty Station: ​HQ - Rome​ - with regular field visits 

Gross Salary Range: 2.000-2.300 euro 

Closing date of the vacancy: 23st August 2026 (applications on a rolling basis) 

Context Presentation

Un Ponte Per ETS (UPP) is an international humanitarian organization, with Headquarters in Italy. Originally named Un Ponte Per Baghdad (A Bridge to Baghdad), the association became Un Ponte Per after the extension of its work to other Mediterranean countries. UPP ETS is currently active in Iraq, Syria, Jordan, Lebanon, Palestine, Serbia, Kosovo, Tunisia, and Ukraine alongside civil society organizations, with a strong localization approach. UPP strongly rejects war as a solution to international and national conflicts. It exerts relentless efforts with the ultimate objective of preventing armed conflicts and developing more equal and peaceful coexistence. The NGO acts through awareness campaigns, cultural exchanges, humanitarian and development projects, peacebuilding programs, and the creation of social justice networks. In Italy and in Europe, UPP works to promote peace and disarmament, human rights, refugees and migrants’ inclusion, and ecological transition. In Jordan, it has been active since 2005 with a strong focus on the protection of women and girls, refugees, and people with disabilities (PWDs). For further information, please refer to our website: www.unponteper.it/en/ 

Main tasks and responsabilities  

The Administrative Desk works under the supervision of the Programme Finance, Logistics and Compliance Manager and is responsible for managing the administrative and financial management cycle of the organisation’s national and international projects portfolio, ensuring compliance with donor requirements, EU regulations, national legislation, and internal procedures.The function ensures, in coordination with the Programme Finance, Logistics and Compliance Manager and with local administrative structures, the continuous monitoring of project financial performance, budget implementation, expenditure trends, and operational progress of the assigned portfolio.The administrative desk supports the correct financial and administrative implementation of projects, ensuring the preparation of project budgets, monitoring of financial performance, compliance with donor procedures, preparation of financial reporting, verification of accounting documentation, and management of administrative processes throughout the project lifecycle.The function contributes to ensuring sound and efficient financial management of projects, preventing ineligible expenditures, financial risks, budget deviations, and potential financial decommitment.The role also contributes to strengthening organisational systems and procedures, in coordination with the Programmes area, supporting the development and implementation of the organisation’s project management strategy. 

Activities and responsibilities 

According to the work plan agreed with the Programme Finance, Logistics and Compliance Manager, and in collaboration with Programme & Grant Managers, Project Managers, project administrators, country offices, and other relevant Programme stakeholders, the Administrative Desk  contributes to the overall management of the assigned portfolio, including projects funded by institutional donors, non-institutional donors, and own funds. 

Specifically, the function: 

• Analyses donor administrative and financial procedures and supports the preparation of project budgets and expenditure plans in collaboration with Programme & Grant Managers, Project Managers, and project administrators; 

• Supports the preparation of the administrative and financial documentation required for the formal start-up of projects; 

• Monitors and controls project financial performance through budget indicators, expenditure analysis, forecasts, and variance monitoring; 

• Identifies financial and administrative risks, including potential ineligible expenditures or budget deviations, and promptly reports them to the relevant Programme & Grant Manager and to the Programme Finance, Logistics and Compliance Manager; 

• Verifies the financial documentation produced by project partners, project teams, and country offices, including through field missions and on-site visits when required; 

• Ensures that project accounting records, financial reports, and supporting documentation comply with donor requirements, approved formats, and internal procedures; 

• Prepares and supports the submission of interim and final financial reports, payment claims, and other donor financial documentation; 

• Supports the management of budget modifications and administrative amendments in close collaboration with Programme & Grant Managers, Project Managers, and project administrators; 

• Ensures that project financial and administrative documentation is properly archived according to donor and organisational procedures; 

• Conducts periodic reconciliations and verification of portfolio reporting data, identifying deviations and supporting corrective actions; 

• Provides technical support to project partners and country teams regarding financial rules, eligibility of expenditure, reporting requirements, and administrative procedures; 

• Supports the development and implementation of project financial procedures and contributes to the preparation of project financial guidelines shared with project partners; 

• Ensures that financial rules and donor requirements are understood by project staff and partners and organises, under the supervision of the Programme Finance, Logistics and Compliance Manager, relevant training sessions on financial and administrative procedures; 

• Supports the organisation of capacity-building sessions at project start-up and during project coordination meetings to prevent financial and administrative issues during implementation; 

• Supervises the functioning of administrative structures in project countries and monitors the correct implementation of key administrative, financial, compliance, and control processes; 

• Provides functional supervision and guidance to project administrators and supports Project Managers in defining operational priorities, deadlines, and administrative requirements related to project implementation; 

• Coordinates with relevant internal functions on compliance and procurement issues; 

• Supports audits, financial controls, and verification processes by ensuring availability and consistency of all required documentation. 

Required skills

• Degree in Economics or related fields 

• At least 5 years of experience in financial and administrative management in similar contexts 

• Excellent knowledge of regulations from major international donors (AICS, USAID, ECHO, EU, etc.) 

• Strong analytical, planning, and organizational skills 

• Proven ability to manage complex and multicultural teams 

• Excellent computer skills, including knowledge of financial software 

• Strong ability to work in multicultural teams and under pressure 

• Availability to travel to countries where Un Ponte Per operates 

• Fluency in English and Italian (written and spoken) 

• Knowledge of NPS is considered an asset