Administrative & Finance Officer

Vacancy Announcement VA19P044V01 Administrative & Finance Officer (Office Manager) ICMPD Project Office, Kyiv, Ukraine th

Posting Date: 29 November 2019

Deadline for Applications: 20 December 2019

Duty Station: Kyiv, Ukraine

Start Date: As soon as possible

Contract Duration: 24 months (with possibility of extension) Type of Post: Local

Organisational Overview:

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

Project Overview:

ICMPD is inviting all interested candidates to apply for the position of Administrative and Finance Officer for the project ‘EU Support to Strengthening IBM in Ukraine’ (EU4IBM), with total budget of 5.000.000 EUR and duration of 30 months.

The project will support the identification of and assist in addressing the gaps in the implementation ofthenationalreformsapproximatingtheUkrainianbordermanagementsystemto thestandardsand good practices of the EU Integrated Border Management (IBM) in line with the national Integrated Border Management Strategy of Ukraine.

Please note that this position is subject to approval and availability of project funds. Job Description:

The Administrative and Finance Officer acts as ICMPD´s Office Manager in the Kiev Office. S/he carries out a range of tasks in planning and provision of shared services to the ICMPD projects in the country and is responsible for implementation of corporate rules and procedures in the administrative and financial management processes. S/he is responsible for accuracy of process initiation in SAP and the quality of administrative controls in ICMPD´s key business processes in procurement, travel, recruitment of project staff and experts and payments within the Project Office in Kiev. TheAdministrativeandFinanceOfficerplans,coordinatesanddeliverscost-efficientandtimelyshared services in the Project Office in office premisesmanagement andmaintenance, logistics, procurement and assets management, organises provision of ICT infrastructure and services as well as travel and translation services. S/he continuously and consistently demonstrates an attitude of client- and results-orientation in delivery of shared services. The Administrative Officer implements the shared services budget according to established budgetary limits. S/he is responsible for a range of external 1contacts with authorities and businesses displaying an attitude for integrity and cost-consciousness in dealing with local banks, suppliers and service providers.

The Administrative and Finance Officer is responsible for timely and accurate financial reporting and deals with outmost care with payments in cash and from bank account and the VAT reimbursement process ensuring correctness of supporting documentation. Under the supervision of ICMPD´s Field Security Advisor and in close collaboration with the ICMPD Head of Office, s/he implements ICMPD´s security management procedures for office, vehicle and staff security.

The Administrative and Finance Officer works under the direct supervision of the Regional Resources Management Officer and functional supervision with the HQ Finance, ICT and People Management staff assigned to the Regional Office. S/he reports and coordinates daily with the supervisor and as required with the HQ units. S/he works collaboratively with project staff and coordinates work planningandadministrativeactivitieswiththeprojectmanagersensuringeffectiveandtimelydelivery of administrative and shared services. The Administrative and Finance Officer works closely with the Head of Office on relationships with authorities.

Tasks and Responsibilities:

1. Implementation of ICMPD regulative framework, guidelines, systems and operational strategies in the Project Office:

Ensure full compliance of administrative activities with ICMPD rules, procedures and business processes. Monitor compliance through systematic review and control of supporting documents prior to initiating of SAP process.

Provide inputs to business processes and Standard Operating Procedures (SOPs) development. Advice Project Teams of ICMPD´s rules, processes and procedures. Give hands-on assistance to project staff.

Ensure that documents in the PO areorganised and maintained according to ICMPD´s documents management system.

2. Management of shared services and infrastructure:

In close collaboration with the Regional Resources Management Officer formulate the shared services budget for the PO. Monitor expenditures ensuring that budget limits are adhered to. Organise and manage PO premises. As applicable, search and propose suitable premises in locations conducive for efficient operations. Negotiate lease agreements with the objective of ensuring best possibleconditions and priceforICMPD. Coordinatewith landlordmaintenance and repairs according to lease agreement. Coordinate access to reliable services (water, electricity, heating).Organisecleaning,negotiatecleaningcontracts(ifoutsourcedtocompany)andcontracts and supervise cleaning personnel.

Organise and manage logistics support. Procure insurances for premises, equipment, and project vehicles according to ICMPD insurance policy ensuring that insurances provide relevant coverage and conditions. Identify and initiate procurement of local travel services. Agree and coordinate processes for procurement of travel.

Organise and coordinate visas and permits for international staff. Establish working relationship with the Ministry of Foreign Affairs and other authorities to facilitate working and living arrangements for ICMPD international staff in the country. Collaborate with local real estate agents to facilitate on-boarding of international staff and assist with housing. Under guidance of HQ ICT team, identify and select local providers for IT and communications services, maintenance and support. Organise and procure IT and communications equipment for 2 use of local and international staff. Liaise with service providers to ensure quality ICT services. Monitor use of ICMPD equipment.

In collaboration with the relevant HQ units, develop framework, apply and ensure business continuity in the duty station. Monitor and escalate as required.

Under the supervision of ICMPD Field Security Advisor and in line with ICMPD´s security management system, implement safety and security measures for office premises and vehicle security. Closely collaborate with the Head of Office as Designated ICMPD Security Focal Point in the country and assist in implementation of staff and residence security measures. Monitor and escalate as necessary.

Identify needs and procure items for shared services such as furniture and supplies (ink, paper, cleaning materials). Maintain vendor lists and supplier evaluations. Negotiate framework agreements.

Maintain and update a physical inventory (spreadsheet) of shared assets and project assets. Undertake physical count of assets and barcode as necessary.

Compile and disseminate information to ICMPD staff regarding important local procedures and local tax arrangements and requirements.

Assist in liaison with country authorities.

3. Support to administrative processes and controls:

implementation plans to plan and sequence required administrative support.

Systematically check supporting documents for correctness and compliance with ICMPD rules. Upload documents to SAP and initiate SAP process (travel, procurement, recruitment of project personnel and experts).

Organise local interviews for project personnel recruitment as required. Coordinate on-boarding of new staff.

4. Support to payments and financial reporting:

Monitor local bank account for receivables and payments.

Make payments in cash and from bank accounts and control supporting documents according to ICMPD financial rules.

Prepare and compile monthly financial reports

Prepare cash flow forecasts, plans disbursements and funds replenishment. Comply documents for VAT reimbursement purposes. Prepare VAT reimbursement reports/requests and submit to Ministry of Finance.

Liaise with local bank. Request and provide information as required.

Support project audits by ensuring documentation is in place.

Key Results:

ICMPDbusinessprocessesinitiatedandimplementedinprocurement,recruitmentofprojectstaff and experts in adherence to ICMPD rules and procedures.

Consistent and systematic process and documentation controls carried out in initiating and implementing administrative processes and payments in SAP.

Shared servicesplanned and delivered in acost-efficient and client-orientedmanner according to ICMPD procedures.

Shared services budget cost-efficiently planned and implemented.

Payments and financial reporting conducted timely and accurately.

ICMPD´s security system and procedures implemented rigorously and security information escalated promptly.

3Incumbent Profile:

Minimum of 5 years of experience in operations and project management at local or international level in international organisations or NGOs.

Experience in financial management and ERP-systems required.

Experience in office management required.

Knowledge of and experience in workings of authorities required.

Corporate Qualifications:

Experience in international organisations.

Proficiency in (verbal/written) English, proficiency in the language of the country of operation (i.e. Ukranian).

Master´s degree related to the area of work.

Compensation:

ICMPD offers a monthly gross salary to be calculated based on qualifications and experience. Additional benefits include Health and Accident Insurance and six weeks’ annual leave. Application Procedure:

Interested candidates are requested to submit their application in English through the ICMPD online

recruitment system at http://www.icmpd.org/work-for-us/current-vacancies by midnight (CET) of the closing date specified above. For this purpose, candidates will first need to register with the ICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies. Please note that in thecourse oftheonline application, themotivation letter andpersonal CVmust be uploaded in the EuropeAid format in English. The template is available for download at http://www.icmpd.org/work-for-us/.

All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline, and offline applications submitted via email, fax or post, will not be considered.

Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expected to be available for a personal/telephone interview.

In the event of a technical issue with your application, please email recruitment@icmpd.org. General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. 4