Finance & Administration Associate

FINANCE & ADMINISTRATION ASSOCIATE 

REPORTS TO:             Chief Financial & Administration Officer

TEAM:                        Finance & Administration

GRADE:                      E2 - Associate

ELIGIBILITY:             Swedish nationals or legally resident in Sweden at the time of application

LOCATION:                GWPO and CAP-NET Global Secretariat in Stockholm, Sweden

DEADLINE:                 Until position is filled, Interviews on rolling basis

SALARY:                     €2,040 - €3,366 net monthly plus a good benefit package.

BACKGROUND 
Global Water Partnership (GWP) is a multi-stakeholder platform supported by a global secretariat that was established as an intergovernmental organization to support countries around the world in their efforts to implement a more equitable and sustainable management of their water resources. The GWP network spans 13 regions with more than 3,000 institutional Partners in 180+ countries. The global secretariat is hosted by the GWP Organization (GWPO) located in Stockholm, Sweden. More information: www.gwp.org. 

The global team is comprised of a dynamic group of 40+ staff who work to support GWP’s Regional Water Partnerships, Country Water Partnerships, and institutional partners, as well as all GWP’s stakeholders.  GWPO is Implementing Partner for Cap-Net UNDP, a knowledge Network.

The global team’s financial management services are a critical element of the Networks’ architecture, ensuring that global and regional development partners can contribute financially – through GWP - to activities on the ground, while being able to trust in our transparent, auditable, and reliable financial management practices and processes. Across our regional and country teams, we have built excellence in financial management through combining capacity building with accreditation, and we continuously invest in and sustain good practice and knowledge sharing across our partner organisations.  We are now looking to identify a dynamic and innovative Finance and Administration Associate who will, as part of the Global Secretariat’s small but high-powered Finance & Administration Team, help us further sustain, strengthen, and build the financial management systems and practices across our Network of partners. 

SCOPE OF THIS POSITION

The Finance & Administration Associate

• ensures high quality, accurate, and timely accounting, reporting, and execution of payments to the networks, suppliers, partners, consultants, and staff
• monitors office service agreements, initiates and oversees the procurement of such services as needed.
• coordinates the maintenance of a secure and well-functioning work environment

 SPECIFIC DUTIES 

Accounting & Payments

• Check and process supplier invoices, travel claims, and reimbursables for approval
• Release approved supplier invoices and claims for payment
• Register vouchers in the accounting system and prepare accounting entries for processing
• Update the currency rates table monthly, per diem rates and travel claim templates bi-annually
• Continuously improve administrative and financial routines within the Finance team
• Support the annual closing and audit: providing auditors with annual financial reports and information as requested; follow up on any issues raised in the audit reports.
• Support the Finance team in consolidating supporting documents of the regional costs e.g., invoices of regional IT costs
• Send payment confirmation to the networks
• Backstop other members of the Finance team

Financial Reporting & Records management

• Participate in the planning and execution of timely monthly reconciliations
• Assist with preparations of monthly, quarterly and annual reports;
• Prepare and submit quarterly VAT report and monthly office expenditures reports
• Consolidate quarterly project reports and update liquidity & budget follow-up reports
• Quality assure timely financial reporting and follow-up on discrepancies;
• Keep updated user manuals for Ascendo and NAV, and an updated fixed asset register
• Ensure filing and archiving of accounting and administrative documents

Facilities & Procurement coordination

• Coordination and liaison with providers and suppliers for office services, which include office maintenance; office supplies; relocation; renovations/refurbishments; office ergonomics; health & safety; security and fire safety measures; key card access; (excluding IT, printers, and phone hardware).
• Oversee the procurement process of office services including:
  • Supporting selection of appropriate suppliers, contractors, comparing and evaluating offers
  • Negotiating contract terms and pricing when required
  • Order placement timing, supply/demand alignment, material replenishment
  • Ensure archiving of office services supplier contracts
• Ensure efficient distribution of mail and deliveries
• Other duties, as assigned by the CFAO

 QUALIFICATIONS AND EXPERIENCE

• At least secondary education in Business Administration, Accounting, Finance
• Minimum of 3 years of experience in finance and administration preferably in an international working environment
• Good familiarity with accounting systems and knowledge of NAV and Ascendo an advantage
• Proficient in MS 365 Office with advanced skills in Excel
• Conscientious, socially skilled, and service-minded attitude as well as high attention to detail and numerical accuracy
• Ability to work independently and multi-task
• Committed to meeting deadlines and good quality of work
• Excellent oral and written communication skills in English
• Working knowledge of Swedish is required

Non-technical  

• Professionalism: Strong service orientation. Demonstrating/safeguarding ethics and integrity. Demonstrates self-development and initiative-taking. Experience from and ability to work in a multi-cultural and international environment based on mutual respect and tolerance. Ability to exercise good judgement, discretion, and tact in handling sensitive issues. 
• Planning and Organising:  Excellent organisational and task management skills, with appropriate attention to details and ability to prioritise work among competing demands under tight deadlines. Ability to thrive in a fast-paced work environment where adaptability is essential.
• E-literacy: Excellent e-skills, including the ability to use modern office technology and related software. Practical knowledge of word processing, spreadsheet, and presentation software is required. Ability to do internet research, compile information and find solutions online to information gaps is essential.
• Teamwork: Support colleagues, contribute to team culture, and share responsibility for decision-making and results. Places team agenda before personal agenda. Supports and acts in accordance with final group decision; shares credit for team accomplishments and accepts joint responsibility. Ability to deliver timely and high-quality products. Ability to work effectively and harmoniously at all levels.
• Language: Other languages – particularly French and Spanish are considered an advantage, Chinese, Russian, Arabic – can be useful.
• Personal: A sense of humor. Love for nature, its beauty, and its resources. Willingness to 'get the job done’ with a positive attitude to take on a wide range of tasks. 
• Actively contribute to building a learning culture by modeling good learning practices and supporting others in doing so

 PLEASE NOTE

• Applications must be submitted in English only and only via the online application system
• Email applications will not be accepted
• Maximum 2-page CV and 1-page cover letter describing how your experience, qualifications and competencies match this position.
• Only short-listed candidates will be contacted.
• Questions can be directed to hr@gwp.org.
• GWP offers competitive remuneration as well as an attractive work environment, with flat hierarchies, and with great opportunities for professional exposure and growth.