Administrative and Finance Assistant will be based in Tashkent and will work under supervision of the Regional Advisor and is an integral member of the country program. S/he will be responsible for the monitoring of expenses versus implemented activities, administrative and financial tasks and compliance with donor requirements.
Finance
Effective management and oversight over the finances of all projects in the office by ensuring teamwork, accuracy, timeliness, attention to details and systems thinking;
Administrative and financial procedures to be applied in accordance with the requirements of the donor and Search ensuring that the data is properly recorded, documented and archived;
The control to ensure that the expenses are executed according to the initial budget and the variations are forecasted, considered and corrected;
The financial reports on the project to be developed in accordance with standards, formats and deadlines and the necessary support documentation to be prepared.
Any changes in the budget of the project teams to be planned, coordinated and consolidated according to standards, procedures and tools of the sponsor;
Assistance to be provided to the Project Coordinators in planning and project management, in particular on budget issues, while respecting the rules for the donors and Search;
The forecast of the expenses on the project activities to be verified in collaboration with PC and the document to be kept up-to-date;
An application for project funding to be developed and submitted for review (AFM);
The project staff to be trained on financial issues;
Monthly account closure activities to be maintained (bank reconciliations, status of project commitments, etc.);
Effective archiving of the project documentation to be ensured (electronic and physical);
EBS (closing balance) to be prepared with verification of the expenses on a monthly basis and timely submission of MFR to AFM.
Timely scanning and uploading of the documents to the internal financial system to be ensured;
The payments processing to be overseen;
The compliance with the donors’ rules and regulations to be verified;
All advances and accounts payable to be monitored so that they are properly authorized and paid off as per the Search policies;
Assistance to be provided to AFM in planning the budget to develop the proposals and collaboration to be maintained with the non-finance staff to prepare the detailed budgets of the events;
All administrative and financial forms are to be updated according to the internal policies and procedures. The staff to be trained on updates/changes in the policies and the procedures;
The BvA meetings with the Project Coordinators to be held and the BvA minutes to be discussed with CD and AFM for follow-up actions;
The state reports to be prepared and timely submitted to the Government of Uzbekistan Republic;
Sub Grants
Receive, check, verify and control the sub-grantees’ financial reports and submit financial reports to AFM in a timely manner for further processing on a monthly basis;
Monitor the fulfillment of the sub-recipient’s contractual obligations ensuring that they meet contract standards and that all expenses are sufficiently justified;
Assess the capacities of the sub-recipients in terms of financial management and offer training if necessary;
Assist AFM with follow-up visits to the sub-grantees and field visits;
Monitor all sub-grant advances and accounts payable so that they are properly authorized and paid off as per the Search policies;
Build the sub-grantee’s capacity in administrative and financial issues according to the Search rules and regulations;
Prepare financial statements for all sub-grantees to be audited and submitted for AFM’s review and CD’s approval.
Maintain good relations and ongoing communication with the partners, and provide them with all necessary assistance as needed
Administration
Coordinate the implementation of all procurement and tender procedures with the Administration and Logistics department as required by the Search and the registration of systematized tenders for services and offices of the service provider;
Ensure the operational needs of the office are met on time without any delay;
Cooperate with the Search lawyer on the issues raised in office
Audit
Provide audit support to AFM during external and internal controls and audits: preparing financial documents and assisting in audit inquiries. Keeping all financial documentation in order and accountability for audits;
Ensure that financial audit recommendations relating to donor compliance are promptly implemented;
Participate in preparing, implementing and monitoring the corrective action plans.
Qualification And Requirements
Advanced degree in accounting, business, economics, finance, or a related field
5+ years of experience in a finance role (required).
Experience in supporting financial operations in NGOs with international donors (preferable)
Knowledge of local / national laws and regulations
Well-developed written, oral, and interpersonal skills.
Well-developed organizational and file management skills.
Good working knowledge of ICT (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office and Excel).
Ability to work through stringent deadlines with acute attention to detail.
High standards of integrity, professionalism, and impartiality.
Motivated, multi-tasker, and self-starter.
Able to work independently and effectively in a team environment.
Fluency in written and spoken Uzbek, Russian and English.
