FINANCE AND ADMINISTRATION DESK

Position Name: Finance and Administration Desk
Duration: 12 months
Starting from: October 2026
Duty Station: HQ - Rome - with regular field visits
Gross Salary Range: 2.000-2.300 euro
Closing date of the vacancy: 23 st August 2026 (applications on a rolling basis)

Context Presentation:

Un Ponte Per ETS (UPP) is an international humanitarian organization, with Headquarters in Italy. Originally named Un Ponte Per Baghdad (A Bridge to Baghdad), the association became Un Ponte Per after the extension of its work to other Mediterranean countries. UPP ETS is currently active in Iraq, Syria, Jordan, Lebanon, Palestine, Serbia, Kosovo, Tunisia, and Ukraine alongside civil society organizations, with a strong localization approach. UPP strongly rejects war as a solution to international and national conflicts. It exerts relentless efforts with the ultimate objective of preventing armed conflicts and developing more equal and peaceful coexistence. The NGO acts through awareness campaigns, cultural exchanges, humanitarian and development projects, peacebuilding programs, and the creation of social justice networks. In Italy and in Europe, UPP works to promote peace and disarmament, human rights, refugees and migrants’ inclusion, and ecological transition. In Jordan, it has been active since 2005 with a strong focus on the protection of women and girls, refugees, and people with disabilities (PWDs). For further information, please refer to our website:

MAIN TASKS AND RESPONSIBILITIES

The Administrative Desk works under the supervision of the Programme Finance, Logistics and Compliance Manager and is responsible for managing the administrative and financial management cycle of the organisation’s national and international projects portfolio, ensuring compliance with donor requirements, EU regulations, national legislation, and internal procedures.The function ensures, in coordination with the Programme Finance, Logistics and Compliance Manager and with local administrative structures, the continuous monitoring of project financial performance, budget implementation, expenditure trends, and operational progress of the assigned portfolio.The administrative desk supports the correct financial and administrative implementation of projects, ensuring the preparation of project budgets, monitoring of financial performance, compliance with donor procedures, preparation of financial reporting, verification of accounting documentation, and management of administrative processes throughout the project lifecycle.The function contributes to ensuring sound and efficient financial management of projects, preventing ineligible expenditures, financial risks, budget deviations, and potential financial decommitment.The role also contributes to strengthening organisational systems and procedures, in coordination with the Programmes area, supporting the development and implementation of the organisation’s project management strategy.

Activities and responsibilities

According to the work plan agreed with the Programme Finance, Logistics and Compliance Manager, and in collaboration with Programme & Grant Managers, Project Managers, project administrators, country offices, and other relevant Programme stakeholders, the Administrative Desk contributes to the overall management of the assigned portfolio, including projects funded by institutional donors, non-institutional donors, and own funds.

Specifically, the function:

• Analyses donor administrative and financial procedures and supports the preparation of project budgets and expenditure plans in collaboration with Programme & Grant Managers, Project Managers, and project administrators;
• Supports the preparation of the administrative and financial documentation required for the formal start-up of projects;
• Monitors and controls project financial performance through budget indicators, expenditure analysis, forecasts, and variance monitoring;
• Identifies financial and administrative risks, including potential ineligible expenditures or budget deviations, and promptly reports them to the relevant Programme & Grant Manager and to the Programme Finance, Logistics and Compliance Manager;
• Verifies the financial documentation produced by project partners, project teams, and country offices, including through field missions and on-site visits when required;
• Ensures that project accounting records, financial reports, and supporting documentation comply with donor requirements, approved formats, and internal procedures;
• Prepares and supports the submission of interim and final financial reports,