AICS Emergency Project Administrator

The Albero della Vita ETS Foundation is active in the humanitarian emergency resulting from the conflict in Ukraine, with interventions aimed at ensuring protection, multisectoral assistance, and access to fundamental rights for affected populations. As part of a project funded by AICS, the organization is seeking an expatriate administrator to ensure the financial management of the organization's projects in Ukraine.

Headquarters : Ukraine (Dnipro/Kiev)

Reports to : Project Manager and Project Director

Collaboration with : Local Accounting, Italian Accounting

Term of office : 15 months

Expected start : October 2025

Hiring: Collaboration Contract

Main responsibilities

The Administrator provides technical and administrative support to the Project Manager and local accounting staff, ensuring the project's proper financial and accounting management. He or she ensures timely updating of accounts in Italy, contributes to financial planning, and ensures proper reporting of funds in line with FADV and AICS procedures. The position requires a period of fieldwork based in Dnipro with visits to Zaporizhzhha, and a period of stay in Kyiv (approximately 2 weeks in the field/2 weeks in Kyiv).

Main activities:

Administrative and financial management of the project

Prepares periodic financial reporting for the project, ensuring compliance with FADV and donor (AICS) guidelines.
Develops and updates the annual cash flow plan and monthly financial planning for each relevant foreign office.
Collaborates with the Project Director and Italian Accounting to arrange for fund transfers abroad.
Support for foreign accounting

Provides daily support to expatriate staff in managing and verifying administrative documents.
Checks the accounting of foreign projects on a monthly basis, ensuring consistency between expenses incurred and approved budgets.
Monitor spending progress, identifying any deviations from plan.
Accounting integration and operational tools

Provides tools and guidelines to ensure effective integration between project accounting and FADV's general accounting.
Develop standard formats and documents for administrative management (e.g., inventories, local salary advance management, etc.)
Requirements and Qualifications

Degree in Economics or diploma in Accounting with significant experience.
Minimum 3 years of experience in administrative and financial management in the cooperation sector or similar contexts.
Direct experience with reporting of public funds (preferably AICS, EU, UN).
Good knowledge of accounting software; experience with NP Solution Square preferred.
Excellent command of the Microsoft Office package, especially Excel (pivot tables, formulas, balance sheets).
Knowledge of NGO financial management procedures.
Good knowledge of English (spoken and written); even basic knowledge of Ukrainian will be a plus.
The research is open to everyone in accordance with Laws 903/77 and 125/91.

The Tree of Life is opposed to any type of discrimination and promotes equal opportunities in all its activities.

We thank all those who apply for this position and for other positions offered by the Organization.

Please note that, given the large number of CVs we receive, we will not be able to provide feedback to all candidates. Only those profiles that meet our requirements will be contacted.

Your personal data:

Fondazione L'Albero della Vita, the Data Controller, with registered office at Via F. Petrarca 22, 20123 Milan, uses your data exclusively for personnel recruitment, selection, and evaluation. Your data will not be disclosed to third parties and, if you are not hired, will be retained for a maximum of 6 months unless you request early deletion (opt-out). For detailed information, including your right to access your other rights, you can contact our DPO at dpo@alberodellavita.org. The complete, updated Privacy Policy is available at www.alberodellavita.org .

How to apply
Apply via the following link: https://fondazionelalberodellavita-1745325761.teamtailor.com/jobs/6282480-uraina-Amministratore-di-progetto-aics