JOB TITLE: Finance & Administration Specialist
PROGRAM BACKGROUND
The Critical Infrastructure Digitalization and Resilience (CIDR) Project is a five-year regional program implemented by DAI for the U.S. Agency for International Development (USAID)’s Bureau for Europe and Eurasia. CIDR assists partner governments and in-country organizations to work with key stakeholders and experts to assess cybersecurity gaps and priorities, make recommendations, and map courses of action to improve the cybersecurity of critical infrastructure and key institutions.
CIDR operates in the Western Balkans, Black Sea Region, and South Caucasus, where countries in recent years have come under more diverse and complex cyberattacks. CIDR is currently working in Albania, Georgia, Kosovo, Moldova, North Macedonia, and Serbia. The program aims to accelerate cybersecurity workforce development, to empower organizations to identify and address cybersecurity threats, to strengthen cybersecurity governance and to facilitate the sharing of threat information.
POSITION OVERVIEW
The Finance & Administration Specialist is responsible for coordinating the day-to-day financial and administrative operations of the field project, including facilities, logistics, record management and logistical arrangements for project travel. In addition, the Finance & Administration Specialist will perform financial and administrative management duties, including budget management, , financial reporting, cost control, expense reports review and accounting.
RESPONSIBILITIES
Finance:
- Responsible for the financial management of the Field Office, assuring adherence to financial policies, activity policies and procedures, regulations, controls and reporting systems, including using DAI’s financial software systems vFer and TAMIS.
- Provide accounting and financial support to field office and ensures submission of timely and accurate financial reports based on internal deadlines.
- Verify vendor invoices and accuracy of expenses and ensures accurate and timely processing of invoices and coordinate with home office project team on vendor payments.
- Review expense reports for accuracy and supporting documentation.
- Follows procedures to ensure accurate and timely payment of travel advances, reimbursements for staff and partner travel, per diem, and expense reports, maintaining compliance with organizational policies and regulations.
- Leads preparation of information for any contractual financial reporting requirement, as applicable, for example VAT reporting.
- Providing support with preparation of the documents for project registration in the required state institutions
- Reviews the entire North Macedonia activity budget with the Country Director and updates the forecast accordingly.
- Ensure compliance of all accounting and financial reporting functions in the Field Office.
- Responsible for recording costs and day-to-day general accounting and risk management.
- Support, post online and process payments ensuring accuracy, compliance, and reporting.
- Initiates all field related procurement actions in and prepares appropriate supporting documentation for approval in TAMIS
- Indirect supervision and cross training of the Program Assistant.
Administration:
- Manage the day-to-day business operations of the Field Office.
- Liaise with local vendors and suppliers, local government officials and others to ensure professional relationships are well maintained, developed, and built.
- Maintain and oversee the working capacity of the office in terms of equipment, supplies, utilities, maintenance of the office, fittings and fixtures and premises.
- Providing support with the companies for internet provider services and cleaning services.
- Maintain and update the Field Office inventory.
- Support travel to the field office, including, but not limited to, allocating vehicles, booking accommodation, arranging meetings, and ensuring logistical needs of travelers are met in the field.
- Work with the Home office project team in support of field office procurements, such as support of quotations, preparation of documents and tables for comparation of the prices, market research, communication with the suppliers, support for the registration process of the suppliers, prequalification of suppliers and vendors and report as necessary, submissions of requisitions in TAMIS, procurement tracking.
- Providing support in the planning, coordination, and documentation of project events, workshops, and training sessions. This includes confirming venue, participant attendance, maintaining participant lists, coordinating catering services, providing technical and logistical support, and capturing event moments through photography.
- Support the Home office project team where needed with grant and technical activity development and budget implementation, such as, but not limited to, meeting partners and stakeholders, liaising with Local Government, supporting activity implementation, arranging logistics for events, meetings, workshops etc.
HR:
- Tracking employee leave, balance of leave days, and holiday schedules.
- Notifying all team members about upcoming public holidays to facilitate scheduling and planning.
QUALIFICATIONS
- Bachelor’s degree in relevant field required with 6 years of work experience in logistics, procurement, office administration, finance, accounting and other relevant areas
- Experience working on USAID projects
- Previous experience with project financial management
- Excellent written and verbal communication skills
- Experience with Microsoft Office, particularly Excel
- Ability to respond effectively to time sensitive demands & inquiries
- Excellent organizational skills with a willingness to take initiative and be proactive
- An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
- Fluency in local languages and English is required.
Reporting:
- The position will be based in the project’s office in Skopje, North Macedonia and will report to the Country Director.
Interested candidates should submit their application on the following link.
EQUAL EMPLOYMENT OPPORTUNITY
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or status as a protected veteran.
DAI and its employees are committed to confronting discrimination in all forms, nurturing respect for our interpersonal relationships, and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races, ethnicities, and backgrounds in our continued effort to become a better development partner. DAI upholds the highest ethical standards. We are committed to the prevention of sexual
exploitation, abuse, and harassment as well as other ethical breaches. All our positions are therefore subject to stringent vetting and reference checks.
