Finance, logistics & administrative officer, eurasia (consultant – 100%)

The Centre for Humanitarian Dialogue (HD) is the leading international private diplomacy organisation working to prevent and resolve armed conflicts through dialogue and mediation. HD is looking for a:
Finance, Logistics & Administrative Officer, Eurasia (Consultant – 100%)
Fixed-term contract for 12 months
Based in Moldova
Starting date: August 2022
HD works with all parties to the conflict to de-escalate tensions, reduce the risks of conflict and establish a conducive environment for peace negotiations. The Finance, Logistics & Administrative Officer will support the Eurasia team by providing administrative support for HD’s dialogue and associated activities, including financial processes, logistics, translations and liaison with service providers. S/he will organize, maintain and apply best practice in grant, budget and financial management in accordance with applicable Financial Regulations, Financial Rules and Resolutions.
Responsibilities
Coordinate with the team, finance and human resources departments:
Administration of consultants:
 Prepare consultancy agreements, ensure that proper documentation is provided by consultants;
 Check consultants’ invoices, timesheets and activity reports;
 Assist consultants with contractual matters, HD policies, logistical, financial issues and other questions;
 Update the consultancy list on a monthly basis;
 Ensure that the documents of consultants are well archived in the shared folder;
 Liaise with the Human Resources department in Geneva regarding consultancies and staffing issues.
Budgets and expenses
 Preparation of budgets, forecasts and amendments;
 Develop budgets for project proposals in coordination with the relevant project manager;
 Ensure compliance with internal financial policy and guidelines and with donor budgets and requirements;
 Process invoices and ensure compliance with existing contracts and procedures;
 Maintain and monitor various expenses overview files;
 Check expense claims and their supporting documents and ensure their compliance with HD policies;
 Be responsible for briefing new HD team members on expense claims procedures, monthly invoices and its requested supportive documents, as well as other applicable policies and procedures.
Donor reporting/grants management:
 Ensure income is correctly allocated to projects;
 Monitor the expenditures per project per donor;
 Ensure donor procurement guidelines are applied;
 Liaise with donors as applicable (such as thank you letters, requests for transfers and amendments);
 Prepare donor financial reports, in coordination with the Finance team.
Logistics:
 Support the Project Manager in organizing meetings, conferences, and other kinds of activities.
 Liaise with participants and invitees based on instructions of PM, e.g. preparing invitation letters, serving as a focal point for logistic questions of participants;
 Handle all travel arrangements (including flights, visas, accommodation and insurance) for HD staff, consultants and visitors in accordance with HD policies; assist with the preparation of Travel Authorisations, if required;
 Compile financial information related to all travel expenses; control and validate the expense claims and supporting documents; and if applicable, assist HD team members in filling them out;
 Negotiate rates, define contracts and agreements with external providers (such as hotels and conference facilities), and provide assistance on booking queries;
 Handle logistics payments via HD credit card(s) as per HD procedures (approvals and documentation);
 Provide logistics cost estimates for budgetary purposes on projects.
Other:
 Audit support and preparation (project & organisational audits).
Qualifications/Skills
 5 years’ experience in a finance, logistics and administrative function in the I/NGO sector;
 Very strong Excel sheets skills;
 Sound experience of auditor requirements;
 Fluent English, Romanian and Russian;
 A relevant University-level degree;
 Significant experience with managing major donor grants, especially UK, EU and/or German funding.
Personal Characteristics
 High flexibility;
 Excellent attention to detail;
 Strong coordination skills;
 Team spirit;
 Autonomy;
 Strong communication and interpersonal skills.
If you are interested in this position and meet the above-described qualifications, please send your resume (maximum 2 pages) along with a short cover letter in a single PDF file to hrgeneva@hdcentre.org. Please indicate “Finance, Logistics & Administrative Officer, Eurasia” in the subject line of your email.
HD is an equal opportunity employer. For more information, please visit https://www.hdcentre.org/