The “SWG” stands for Regional Rural Development Standing Working Group in South Eastern Europe and is an International Intergovernmental Organization, consisted of governmental institutions responsible for rural development in respective countries and territories. Its managing and coordinative body is the SWG Head Office/Secretariat, based in Skopje, Macedonia.
The SWG Head Office/Secretariat is loking for a Finance Officer
FINANCE OFFICER
The Regional Rural Development Standing Working Group in SEE
Objective of the position
Serves as assistant and support to the Finance Manager to ensure smooth operation of all finance matters by inputting into sales and purchase records from source documents;
Performs a variety of operations related to production of financial statements and applications, preparation of spreadsheets and correspondence as required
Responsibilities and Tasks
Performs evidence and accounting for payments in used currencies and payments of all contract and procurement related invoices;
Prepares invoices for payment of costs (translation into English language, necessary calculation for division of costs, etc.);
Prepares orders for payment and payment requests for operational expenses;
Prepares VAT refund documents and Excise refund documents (filling necessary templates, assembling of accompanying documents, etc.) and submission of VAT refund documents and Excise refund documents to relevant institutions;
Prepares calculations for travel expenses claims for refund of travel costs
Makes financial check of contract related invoices for the projects and files of copy of invoices in contract files;
Performs processing and maintaining of financial files and records (invoices, payment orders, etc.);
Prepares acknowledgement letters for received funds to donors and SWG member institutions;
Takes care for opening of new bank accounts according to the needs of the SWG Head Office/Secretariat;
Takes care for closing of opened banks accounts for the needs of the SWG Head Office/Secretariat for completed projects and executed activities;
Assists the Financial Manager in bookkeeping;
Assists in preparation of budgets of different activities according to the needs;
Assists in preparation of financial reports for payment of membership fee of SWG member institutions;
Assists in preparation of Annual Financial Statement for the overall work of the SWG;
Assists in reconciliation of the accounts payable and receivable;
Assists in preparation of financial reports and statements (entry data in tables, copying and assembling of accompanying documents, etc.), according to the donor requirements;
Communicates with banks and financial institutions;
Assists in conducting other activities deemed as necessary within the framework of the SWG Head Office/Secretariat.
Key Qualifications
University degree in economics/finance, business finance or equivalent;
1-3 years’ experience with day-to-day financial operations. Experience with international organizations shall be considered as an advantage;
Proficient use of office software, particularly Microsoft Office Suite;
Excellent knowledge of English language;
Excellent communication skills, both written and verbal;
Practical knowledge in accounting for payments, invoices, financial files and records;
Practical knowledge in preparation of financial reports and statements;
Strong analytical and problem solving skills;
Demonstrate ability to work well under pressure in a fast paced environment;
Detail-oriented;
Work independently and within a team;
Organized in approach as well as in document maintenance;
Professional in all communications including those handled in person, on phone or/and via e-mail.
Interested applicants are invited to send CV and Cover letter on the e-mail address: julija.brzovska@swg-seerural.org latest until August 14th, 2015.
Phone calls will not be accepted.
The SWG Head Office/Secretariat is looking for a Project Assistant
PROJECT ASSISTANT
Engagement within the SWG Head Office/Secretariat
Objective of the position
Serves as assistant within the Project Department of the SWG Head Office/Secretariat;
Provides administrative, clerical and programmatic support of general and specialized nature;
Performs a variety of technical, analytical and administrative duties in providing various support and assistance to responsible staff in the Project Department within projects implemented by the SWG, with special projects, reports or other assignments, performing a variety of administrative support and analysis functions.
Main tasks and responsibilities
Provides a high level of coordination and organizational support to project staff and Project Managers;
Collects financial, statistical, technical and specialized data for assigned projects, including the compilation and completion of a variety of complex and time-sensitive reports;
Performs data analyses and comparisons; develops and maintains spreadsheets to facilitate data interpretation and manipulation;
Assists with project and event planning and implementation;
Composes, revises and edits a variety of routine to moderately difficult correspondence, reports, and informational materials;
From rough notes, drafts, dictation, or brief oral instructions, types, formats, edits, revises, proofreads and prints reports, correspondence, memoranda, technical charts, tables and other specialized materials ranging from routine to complex;
Proofreads and checks typed and other materials for accuracy and completeness and for compliance with SWG policies and regulations;
Interacts with project partners, providing general and specialized information regarding assigned function that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures;
Establishes and maintains the project’s information management system;
Visits organizations and conduct mission to field as necessary in consultation with Project Manager;
Manages the logistics of and coordinating content development for meetings, conferences, trainings, and other project-related events;
Assists with the design, development and dissemination of project products and reports;
Assists with supporting communication for project activities among the Project Manager, staff and others to optimize access and to ensure timely communication and facilitation of foreseen activities;
Takes care of designing and developing databases to support project activities;
Receives, screens, logs and routes correspondence, attaches necessary background information and maintain follow-up system for action and deadlines;
Assists in arranging programs for in-coming and out-going official missions, make appointments with project stakeholders, including logistical arrangements and secretarial assistance;
Follows up with the implementing partners and sub-contractors for progress report, submission of reports and recent data on target group and other information material;
Coordinates and monitors project budgets;
Coordinates proposal development and manages the proposal process;
Assists with project data collection activities;
Conducts literature reviews to support project activities.
Minimum requirements
EDUCATION AND WORK EXPERIENCE
University Degree or Diploma in sciences closely related to agriculture, agro economy, economy, veterinary sciences, biology, environment, sustainable development or other relevant field;
Minimum of 2 years’ experience working for international organizations or related.
TECHNICAL SKILLS
Strong computer skills with the ability to use MS Office with proficiency (Word, Excel, Outlook);
Knowledge of Adobe Acrobat and Reader;
Familiarity with database information flow/costing software;
Adept in learning new software quickly and able to navigate and use to review, track, and upload various documents;
Good command of English language (second international language is preferred);
Good communication skills (written and oral).
LEADERSHIP AND COMMUNICATION SKILLS REQUIRED
Demonstrate a desire to learn, grow, and desire for continuous improvement;
Display a high degree of professionalism;
Time Management: ability to meet deadlines, organize and manage multiple priorities;
Negotiate effectively in all situations; settle differences and resolve conflicts while maintaining positive relationships;
Create positive morale on jobsite team while working to achieve a common goal;
Manage multiple tasks, produce quality work on time sensitive deadlines, while maintaining a positive attitude at all times;
Develop a business judgment in a manner consistent with the SWG Policy and Procedures;
Ability to adapt behavior to meet the needs of the jobsite team to ensure project success;
Ability to effectively communicate both verbally and written.
Interested applicants are invited to send CV and Motivation Letter on the e-mail address: julija.brzovska@swg-seerural.org latest until August 14th, 2015.
Phone calls will not be accepted.
The SWG Head Office/Secretariat is looking for a Head of Administration
HEAD OF ADMINISTRATION
Engagement within the SWG Head Office/Secretariat
Objective of the position
Manage the provision of high quality and sustainable administrative support and assistance to the SWG Secretary General and the SWG Management Team and staff to enable the smooth running of the SWG Head Office/Secretariat.
Responsible for all administration aspects of the SWG Head Office/Secretariat, staffing, facilities, telecommunications, database management, fulfillment, purchasing, shipping/receiving, etc.
Directs the Human Resource/Personnel function of the organization including employee policy handbook, performance appraisal, grievance procedures, discipline, policy and procedure development and implementation of same, benefits administration, payroll, position posting, screening and interviewing all candidates, temporary staffing requirements, etc.
Main tasks and responsibilities
Human Resources:
Provides direction and leadership in such a way as to nurture, create and maintain an environment that is (1) free from discrimination, intolerance and harassment and (2) provides employees with equal access to opportunities for growth and advancement including professional development whenever possible;
Organizes and maintains personnel files and records,
Monitors and keeps regular evidence of approved absences of staff;
Takes care of public announcement for new job posts and provide support with new hires, terminations, layoffs, on-boarding, promotions and other personnel activities;
Coordinates, manages and monitors the workings of all team members, delegate tasks and accountabilities;
Plans the use of human resources to most effectively manage day to day business;
Coordinates and conducts thorough internal investigations to resolve employee relations issues and grievances.
Monitors and makes assessment of performance of staff who are under his/her direct supervision;
Logistics
Supervise SWG fleet maintenance:
Well planning of car movements and adherence to plans;
Set in place and execution of vehicles’ maintenance plan;
Regular checks related to safety of vehicles;
Regular setting of timetables for renewing of insurance / taxation / road licenses etc.;
Control and monitor use of vehicles;
customs clearance for new cars;
Is responsible for logistic issues related to organization of events in close cooperation with Project Management Units;
Procurement:
Is responsible for the centralized procurement process for goods and services;
Is responsible for customs clearance procedures of imported equipment and materials;
Handles the procurement, distribution, and storage of equipment;
Supervises files with warranty lists for procured equipment;
Supervises modernization and update of equipment, as well as update equipment inventory lists;
Interfaces with IT service provider and SWG staff to insure that SWG’s IT systems function adequately.
Office related
Is person in charge for supervision of work hours of staff;
Is responsible to oversee and manage office supplies;
Administers maintenance of the premises of the SWG Head Office/Secretariat
Minimum requirements
EDUCATION AND WORK EXPERIENCE
Minimum of University degree in business or international business or related field. Master’s degree in business administration or related field shall be considered as an advantage.
A minimum of seven years relevant successful experience in
administrative and supervisory roles and functions of progressive responsibility at a managerial level;
business planning & operational management;
development, planning, staffing, and execution of fundraising programs.
supervision of administrative and support staff personnel.
TECHNICAL SKILLS
Strong computer skills with the ability to use MS Office with proficiency (Word, Excel, Outlook);
Knowledge of Adobe Acrobat and Reader;
Familiarity with database information flow/costing software;
Adept in learning new software quickly and able to navigate and use to review, track, and upload various documents;Good command of English language (second international language is preferred);
Good communication skills (written and oral).
LEADERSHIP AND COMMUNICATION SKILLS REQUIRED
Ability to maintain a high level of confidentiality.
Good written and verbal communication skills.
Proactive, self-directed, and highly motivated.
Demonstrated ability to multi-task, prioritize, and work in a collaborative environment under pressure.
Strong organizational and time management skills – able to work well independently.
Ability to work effectively with others in alignment with the SWG Rules and Procedures;
Ability to provide initiative, judgment and creativity in the resolution of complex problems.
Ability to establish realistic and achievable priorities and the ability to lead staff to achieve departmental goals and objectives.
Proven ability to manage and lead staff in a changing environment.
Interested applicants are invited to send CV and Motivation Letter on the e-mail address: julija.brzovska@swg-seerural.org latest until August 14th, 2015.
Phone calls will not be accepted.