Finance and Admin Desk, Rome

Un ponte per

Finance and Admin Desk, Rome -(19/01/25)
- Duration: 12 months, renewable
- Contract type: Fixed-term contract
- Application deadline: 19/01/2025
- Position: Finance and Admin Desk
- Location: Rome (with the possibility of remote work)
- Starting date: ASAP

Role:
The Desk Finance and Admin supports the financial and administrative management of UPP missions and projects, ensuring compliance with accounting principles, efficient resource management, and adherence to donor regulations and UPP standards. The Desk Admin works closely with the Country Admin and Head of Finance, Logistics & Compliance to ensure the accuracy of financial processes and compliance with project deadlines.

Main Responsibilities

Budgeting and Forecasting
- In collaboration with the Head of Finance, Logistics & Compliance and the Country Admin, is responsible for preparing the annual mission budgets and monthly forecasts, including personnel, shared, and indirect costs.
- Regularly monitors financial allocations and coverage to ensure economic sustainability.

Management controls and Monitoring
- Conducts accurate and continuous internal controls on financial management to ensure compliance with UPP and donor requirements.
- Assesses financial risks and proposes mitigation measures in collaboration with the Country Admin.

Cash Flow and Treasury
- Monitors mission cash flows to ensure necessary liquidity.
- Collaborates with the Country Admin to identify efficient solutions for timely fund transfers.

Donor compliance
- In collaboration with the Compliance Manager, evaluates donor rules and legal restrictions.
- Ensures the implementation of systems that meet mission and project needs.

Audits and micro-assessments
- Oversees internal and external audits, organizing necessary documentation, coordinating dedicated staff, and defining schedules and methods in agreement with the Desk Program and the Country Admin.

Financial reporting
- Supports the Country Admin/Project Admin in preparing and reviewing financial reports for donors, ensuring accuracy and compliance with financial standards.
- Organizes regular meetings to summarize and monitor overall financial performance and identify cross-cutting issues.

Training and Capacity Building
- Ensures that administrative staff in the missions are trained to comply with accounting and administrative principles.

Budget proposal preparation
- Supports the drafting and preparation of budgets for new project proposals or fund reallocation.

Monitoring and periodic visits
- Conducts regular visits to UPP offices as needed.

Financial software and systems
- Collaborates with the Accounting Manager on the implementation and optimization of financial software.

Recruitment support and Line Management
- Supports the recruitment of administrative profiles required by the missions and supervises their work, fostering skill development.
- Directly manages the Country Admin and Project Admin Officer.

Communication and teamwork
- Promotes information sharing and communication within and between departments.
- Encourages collaboration and teamwork among team members.

Required skills
- Degree in Economics or related fields.
- At least 5 years of experience in financial and administrative management in similar contexts.
- Excellent knowledge of regulations from major international donors (AICS, USAID, ECHO, EU, etc.).
- Strong analytical, planning, and organizational skills.
- Proven ability to manage complex and multicultural teams.
- Excellent computer skills, including knowledge of financial software.
- Strong ability to work in multicultural teams and under pressure.
- Availability to travel to countries where Un Ponte Per operates.
- Fluency in English and Italian (written and spoken).
- Knowledge of NPS is considered an asset.