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Chişinău · Caritas-Cehia joburile companiei »

I. Information about the position
Name of position: Financial and Office Assistant (FOA)
Type of position: 60% workload (24 hours/week)
Place of employment: Chisinau, Moldova
Start date: September 2018

II. Organizational context
Caritas-Cehia (CC) is acting as exclusive implementation agency of Caritas Czech Republic (CCR) in Moldova.
CCR is a non-profit organization with field activities in 15 countries (Europe, Asia, Middle East and Africa) and an extensive social services program in the Czech Republic assisting more than 100,000 clients. CCR is a member of the international network of the Caritas Internationalis and cooperates with a number of international and local partners.
CCR foreign activities focus on the health and social sectors and also on developing livelihood for local populations and education of children and adults.
Caritas Czech Republic has been working in Moldova since 2004. It is currently implementing development cooperation project aimed to enhance the social sector of Moldova, mainly in the development of the functioning system of decentralized and de-institutionalized service provision; and in the strengthening of local service providers. In the past, CCR implemented projects supporting elderly people, children with special educational, prevention of diabetes; projects supporting small business, developing agriculture and projects actively involving civil society in decision-making processes in Moldova. CCR seeks to expand also to other sectors.

III. Responsibilities
FOA will be in working on the projects CC and CCR are jointly implementing in Moldova. The main responsibilities will be as follows:

Accounting and Finance

• Communicates with CCR HQ Financial Coordinator on monthly basis or according to Mission needs (based in Czech Republic)
• Supervise Mission Accountant
• Evaluate Mission financial and accounting systems
• Cooperate with CCR office staff (based in Moldova)
• Act as financial consultant of field project managers
• Act as financial supervisor of the partner organization involved in the respective project when needed
• Enter all the financial transactions to the valid mission import table on monthly basis (at least) with all respective codes and information and send this table to CCR HQ Financial Coordinator in time (monthly deadline is set up between CCR HQ Financial Coordinator and Mission Financial Manager)
• Prepare scanned version of all finances related physical documents (CCR) and its sending to HQ on monthly basis
• Inform CCR HQ Financial Coordinator in case of needed changes or extra data from accounting on HQ or consultations
• Check financial and supporting documents (payment orders, payment vouchers and invoices) received and make sure they are in compliance with the valid legal norms of Moldova, respective donors´ rules and CCR internal regulations (in cooperation with CCR HQ Financial Coordinator)
• Check payment vouchers for advance settlements for project staff: project codes, budget line codes and description of the expenditure
• Provide financial consultations to staff in Moldova
• In cooperation with Accountant archives all scanned documents for all the projects
• In cooperation with Accountant annually (31st December) provides HQ with an officially confirmed bank statement
• Sends the information on bank accounts status, expenditure financial documents and overview of salary expenditures to headquarters for a month till the 10th day of the following month
• Monitors status of the bank accounts and prepares monthly cash flow forecast
• Participate with HQ in preparing project financial reports

• Prepare payment orders for related to operational costs (rent, electricity, telephone, internet and other services related to office)
• Keep Cash box, make sure any operation is carried out according to its specific financial rules, make stocktaking on monthly basis and send it after HoM´s approval to HQ Financial Coordinator together with Bank statements within monthly scanned documentation

Administration and office support

• Responsible for employee clearance procedure and for fulfilment of the employee clearance form
• Keep CC assets and their proper and updated inventory
• Provide support to CCR HQ staff and foreign external experts during their stay in Moldova (accommodation, visas, registration, employment, approval, etc.)
• Keep and manage office and project documents in hard and soft versions, organize shared folders, ensure regular backup
• Supervise sourcing of software licenses and respective compliance with legal requirements
• Prepare official letters (to government offices, banks etc.) and other official documents: (HR related documents, simple contracts etc.)

• Organizes the office layout and order stationery and equipment;
• Translates documents and reports (by case) from/to English, Romanian and Russian;
• Provides logistical support to Country Director;
• Liaise with facility management, including cleaning and security services;

IV. Requirements
• Bachelor’s degree preferred.
• 1 year of experience in finance and administration field preferred. Experience working in an office setting required.
• Experience in project administration tasks.
• Proven experience demonstrating attention to details.
• Demonstrated skills in time management.
• Experience in development projects preferred.
• Proficiency in English, Romanian, and Russian required.
• Proven ability to work professionally and constructively as part of team, meet deadlines. communicate effectively and deal with diverse partners in challenging environments.
• Word processing (Microsoft Word), spreadsheet (Microsoft Excel), e-mail (Microsoft Outlook).

V. What we offer
• Starting super-gross monthly salary 450 Euros
• Paid vacation according to national legislation
• Background of a stable organization with a long experience in the field of development cooperation

VI. How to apply
Qualified candidates may send their applications to the following e-mail address ccr.moldova.office@caritas.cz .The application must include a brief motivation letter, not longer than 1 page, and a maximum 4-page CV or resume. Please type “Financial and Office Assitant Caritas Cehia" in Subject. The deadline for submission is 3 August, 2018. Only shortlisted candidates will be contacted.
The applications are reviewed on continual basis and a suitable candidate may be hired before the deadline. CCR reserves the right to cancel the selection process at any time.