Financial Administrative Assistant, Ukraine

Contract type: Fixed Term Contract for up to 2 years

Applications will be reviewed on a rolling basis. The Finance Manager post is expected to commence as soon as possible.

ABOUT IWPR

Founded in 1991 and operating currently in three dozen countries around the world, the Institute for War and Peace Reporting (IWPR) is an independent non-profit organisation that supports journalists and civil society to help drive change in countries experiencing conflict, crisis, and transition. Our work includes:

• Training and mentoring: IWPR trains and mentors journalists and rights activists to improve their ability to identify and present factual information.
• Providing platforms: IWPR helps local talent establish and strengthen media outlets and civic groups.
• Removing barriers: IWPR works with partners to remove barriers to free expression and citizen engagement
• Strengthening media and civil society: IWPR helps strengthen the ability of media and civil society to speak out.
• Empowering societies: IWPR helps societies find their own solutions.

IWPR’s reporting has exposed violations, led to political and legal reform, and improved people’s lives.

PROJECT SUMMARY

IWPR has been active in Ukraine since the 2014 Ukrainian revolution, initially responding to the need for more balanced conflict reporting and journalists' safety and security skills. Programming later focused on support to a range of anti-corruption and government accountability initiatives fostering capacity building and collaboration between civil society and the media.

Since the full-scale Russian invasion of Ukraine in February 2022, IWPR has expanded its existing programming, to include support to media and civil society organisations in areas of countering disinformation, documenting war crimes, frontline reporting, as well as media emergency support and capacity building of investigative journalism centres.

In October 2024, IWPR started the new two-year “Boosting the Capacity of Civil Society Watchdogs” project funded by the US Department of State. The project aims at increasing the capacity of anti-corruption civil society organizations and media in Ukraine to effectively monitor and expose corruption at the local, regional, and national level.

JOB SUMMARY

IWPR is seeking a Ukrainian based professional to fill the full-time position of a Financial Administrative Assistant for the USG-funded “Boosting the Capacity of Civil Society Watchdogs” project. The Financial Administrative Assistant will provide support to field financial management and record keeping, facilitate the work of the Field Finance Manager of the project, contribute to the subgrant reports review, preparation of payment requests and reports.

The scope of the project includes administration of up to 10 staff and long-term consultants, dozens of short-term consultants, four large national subawards, over 30 small grants, 10 workshops, 2 conferences and other minor transactions.

Candidates should have experience at financial or administrative assistant positions in international donor-funded projects or organizations, and knowledge of donor compliance rules and requirements, including administration of subgrants to third parties. Previous experience in USG-funded development projects is preferred.

DAY TO DAY RESPONSIBILITIES

• Work closely with Finance Manager: Field Operations to ensure an effective and efficient financial management system and compliance with all company, local and donor financial requirements;
• Review and approve assigned subgrant reports, maintain subgrant advances and reports tracking system, collect, record and archive all supporting documents;
• Prepare and/or review assigned payment requests, expense reports (travel expense reports and operational expense reports) for accuracy and completeness and ensure that expense reports have been fully approved before payment;
• Support project managers in drafting, executing and managing contracts for staff, consultants and vendors;
• Support the finance manager and project managers with specific procurements needed under projects including bids, documentation and other bid solicitation processes;
• Collect, record, and archive the project’s financial documents and invoices, and keep them well organized online and in hard copies;
• Assist in the overall administration, record keeping, and finance aspects for Kyiv field office;
• Assist in the completion of finance reports. Ensure compliance with all regulations including Ukraine, USG donor, and IWPR;
• Assist in day-to-day administrative issues responding to requests from the program staff;
• Assist the Finance Manager: Field Operations in the preparation the monthly reporting package to the Chief of Party, Country Director and HQ;
• Manage all correspondence related to administration and finance;
• Communicate effectively and professionally to ensure overall project finance targets, institutional policies and priorities and donor obligations are met, by building collaborative coordination with the team members and exercising a solutions-based approach;
• Undertake all other related duties that may be assigned.

REQUIRED EXPERIENCE AND ABILITIES

• Bachelor’s degree in accounting, finance or a related field;
• A minimum of 1-year's experience as a financial and/or administrative assistant or in a similar role;
• Familiarity with international donors’ rules and regulations in area of subgrant administration and procurement is an advantage; USG-funded project experience is preferred;
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook);
• Attention to detail, thoroughness and accuracy with numbers;
• Excellent data management/filing organization skills;
• Strong analytical and problem-solving skills;
• Excellent communication and negotiation abilities;
• Ability to work independently and as part of a team;
• Strong organizational and time-management skills; ability to manage multiple streams of work, shifting priorities, and effectively work within deadline pressure;
• Willingness to learn and adapt to changing processes;
• Integrity and high degree of responsibility in handling donor funding;
• Excellent written and verbal communication skills in both English and Ukrainian; ability to write in a clear, concise, organised manner.