Position:                                  Admin and Finance Technical Officer

Reports to:                              Ukraine Analysis Hub Project Manager

Supervision of:                        N/A

Budget responsibility:              N/A

Duty Station:                           Kyiv

Travel:                                      Possible

Duration & contract type:        Maternity leave cover until 31.03.2025 100%

Starting date:                          Asap

Ukraine Analysis Hub

ACAPS Ukraine Analysis Hub (UAH) has been monitoring the conflict in Ukraine and producing timely, independent, and high-quality analytical products on the humanitarian situation in Ukraine and the region since March 2022. Since its inception, the UAH has delivered a comprehensive set of analytical products, including in-depth analytical reports and datasets.

Ukraine Analysis Hub provides impartial, independent, timely and high-quality analytical products, which strengthen the evidence base for decision making and response programming among humanitarian stakeholders related to the evolving crisis in Ukraine. The project also seeks to bolster analytical capacity and assessment capabilities in Ukraine, through mentoring and technical support to Ukrainian civil society.

The project is composed of 20 staff members and consultants, working mainly from Poland and Ukraine.

Purpose of the position 

The Admin and Finance Technical Officer will be responsible for overseeing administrative and financial processes in the ACAPS Ukraine Analysis Hub under the supervision of the Project Manager, the Team Leader, and in collaboration with NRC. This will include distribution and filing of key documents, follow-ups on budget and accounting, as well as support in planning and booking travel, events, workshops etc. This person will ensure compliance with necessary procedures and policies and perform general office management and administration support. This role will support the whole team in the day-to-day administrative and finance tasks to support all operational processes.

This position seeks people with excellent attention to detail, organisation, and budget management understanding, able to work both in person and remotely with diverse team located across multiple locations. This person will have excellent communication skills and ability to work effectively in a collaborative manner.

About ACAPS

ACAPS is dedicated to helping humanitarians make better decisions. We want to put evidence at the heart of decision-making. To achieve this, we collaborate with a variety of partners across the humanitarian sector and beyond. We strive to be an evolving platform providing:  

• Independent analysis to support evidence-based decision making for humanitarian operations. 
• Deployment of experts to support assessments and analysis in crisis.  
• Innovative approaches to collect more reliable and timely data and conduct rigorous analysis
• Capacity development of humanitarian actors to carry out better needs assessments and analysis.

Operate in line with the ACAPS values

• We share and strive to maintain the values of agency, candour, integrity, diversity, evolution, ambition, and collaboration in everything we do. The post holder is expected to develop the position in line with these values. The ACAPS values live in the way we manage our teams, create our content and engage with stakeholders.
• NRC, as the contracting body, is an equal opportunities employer. We are committed to diversity without distinction to age, gender, religion, ethnicity, nationality, and physical ability.

Administrative Support

• Coordinate team’s absences and follow ups on annual leaves. Monitor and ensure consistency between different HR platforms.
• Organise travel, workshops, and events in collaboration with the team.
• Ensure and follow up all administrative procedures of NRC.
• Liaise with NRC on issues related to hosting management and reimbursement of costs.
• Coordination of an internal asset register, asset focal point.

Finance Support

• Coordinate the procurement process within the hub and ensure all the documents are signed and deliverables conluded.
• Ensure proper authorisation and tracking of procurement work with consultants, including contract signatures, deliverables, invoices, and other administrative tasks (travel expenses, liaison with procurement in Geneva etc)
• Budget monitoring, expense tracking, and budget design for new projects under the supervision of the Team Leader
• Coordinating with ACAPS expense tracking and accounting with hosting NRC offices
• Ensure appropriate archiving.
• Responsible for the technical support of the administrative tools and policy

Critical interfaces

The Admin and Finance Technical Officer will work closely with the ACAPS Support Unit to ensure consistency between ACAPS and NRC administrative and financial processes. The Admin and Finance Technical Officer will collaborate with all members of the Hub and NRC Administrative Unit.

Generic competencies

• University degree or vocational training in a relevant field (administration, finance, management, business, law, accounting).
• Minimum 2 years’ relevant professional experience in administration or finance. Experience in humanitarian sector is highly desirable.
• Experience with NRC (admin/procurement/finance) asset
• Good document drafting skills.
• Priority management of tasks
• Ability to effectively work within a multi-cultural environment.
• Problem solving skills, results oriented approach.
• Fluent written and oral communication skills in English and Ukrainian.
• Proficient knowledge of standard ICT office support tools including spreadsheets, word-processing and presentation software.

Context related skills, knowledge, and experience: 

• Demonstrated numeracy skills and excellent attention to detail.
• Proficiency in Excel.

Behavioural Competencies:

• Ability to work independently.
• Planning and delivering results
• Communicating with respect and tactfulness
• Initiating action
• Attention to detail and organization.
• Adapting and responding to change
• Result-oriented and problem solving