Finance/Event Assistant - Ukraine

Permanent employee, Full-time · Ukraine

Background

Type of employment: full-time (40 hrs/week)
Start Date: asap
Location: Kyiv, Ukraine
Contract duration:24 months with the possibility of an extension.

Democracy Reporting International (DRI) is a non-partisan, independent, not-for-profit organization registered in Berlin. DRI promotes the political participation of citizens, accountability of state bodies, and the development of democratic institutions worldwide.

DRI has supported Ukraine’s democratic transformation since 2014 through an office in Kyiv and work across the country. Our focus has been on political education, youth participation, awareness-raising on constitutional/judicial reform issues, decentralization, and legal analysis of democratic governance and the rule of law.

DRI has also worked on strengthening civic space, building civil society and media capacity, and countering disinformation through advanced social media monitoring. DRI frequently collaborates with central and local government authorities and enjoys wide networks among civil society, think tanks, universities, and Ukraine’s international partners.

With the start of the war, DRI had to close its office in Kyiv temporarily but continued its work with Ukrainian partners on issues like countering Russian disinformation and ensuring a more resilient Ukrainian democracy in the context of the war and emergency measures.

For this, DRI is currently recruiting a full-time Finance and Event Assistant. Under the overall supervision of the Finance, HR, and Administration Coordinator (FHAC), the Finance, HR, and Administration Officer will support the country office in its operations, the administration of office assets, the provision of administrative and HR support to office staff, coordination of events and logistics. Throughout, they will need to ensure compliance with any donor and legal requirements, as well as fidelity to DRI’s internal policies and procedures.

Your tasks

The Finance, HR and Administration Officer will have the following tasks:

Support the team in routine matters in relation to administration and financial activities of the project as well as the DRI Kyiv office;
Under the guidance of the FHAC, update the relevant project-related financial reports with transactions and activities on a daily basis, contacting service providers to ensure collection of all appropriate documents etc.;
Under the guidance of the FHAC, check the accuracy of financial documents forwarded for payments in line with the DRI financial, administrative, procurement, travel and security policies;
Support a team in organizing the events and assist in the related matters;
Coordinate on procurement and logistics matters and liaise with local vendors and partners on related financial matters;
Interact with counterparts concerning logistical issues, supportive documentation and deliverables providing in line with the DRI financial, administrative, procurement, travel and security policies;
Prepare vouchers, reconciliation of monthly project advance settlements, scanning of financial documentations etc.; archiving of the documents;
Support the vendors / suppliers in creating strong documentation for DRI, especially during the business trips in regions;
Contribute to procurement of project items, office supplies, consumables and other maintenance activities, if necessary;
Provide the logistical and administrative support to the project team with travel arrangements including visa and tickets, hotel reservations, communication kits, and collect supportive documents from participants and service providers, especially during the travels etc.;
Act as the main focal point for the administration of the office including tasks such as inventory management, asset management, facility repairs and maintenance and logistics;
Perform any other related duties, which may be assigned.

Your skills and experience

Required:

University degree in finance, accounting, business administration/commerce;
Minimum of two years of relevant experience;
Understanding and experience in information technology, event management, procurement and logistics aspects of administration;
Understanding and experience of facility and asset/inventory management;
Excellent attention to detail to numbers and commitment to quality;
Knowledge and experience in working with Microsoft (MS) Excel and other MS Office products; 
Proactive attitude and attention to details;
Advanced written and spoken English.

Preferred:

Experience in a non-governmental organization working on the basis of donor regulations
Understanding of or interest in the political context and democratic reform process in Ukraine is desirable.

What we offer

DRI offers you:

Flexible working hours
Mobile work model
30 days of paid annual leave
Vocational training for every employee
Comprehensive onboarding to help you settle easily and familiarize yourself with DRI

Application Instructions

If you are interested in this position, please submit your application (cover letter and CV) here. This position is subject to funding. Applying for this position by post mail is possible, please find our address details below.

Applications are open until the position is filled.

DRI is committed to diversity and treats everybody equally, independent of gender identity, sex, pregnancy, race, ethnicity, nationality, religion, sexual orientation, age, ability, socio-economic status, political opinion (as long as respectful of democratic principles), or any other status protected by the laws in the locations where we operate.
Organisation responsible for this vacancy:
Democracy Reporting International gGmbH
Elbestr. 28 / 29
12045 Berlin, Germany

Data processing of personal data in third countries will not take place. We process your data in accordance with the provisions of § 26 German Federal Data Protection Act. More information about processing your personal data: privacy policy .
About us
Democracy Reporting International (DRI) is an international, not-for-profit, non-governmental organization committed to political participation and democratic governance around the world. DRI headquarters (HQ) is located in Berlin; DRI has country offices in Pakistan, Tunisia, Lebanon, and the Democratic Republic of Congo and works with local partners in a number of other countries. The working language is English.
About us

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About us

Democracy Reporting International (DRI) is an international, not-for-profit, non-governmental organisation committed to political participation and democratic governance around the world. DRI headquarters (HQ) is located in Berlin; DRI has country offices in Pakistan, Tunisia, Lebanon, and Democratic Republic of Congo and works with local partners in a number of other countries. The working language is English.