Finance and Administration Assistant

Global Water Partnership Organisation / Redovisningsekonomjobb / Stockholm
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SCOPE OF THIS POSITION
The Finance and Administration Assistant works with the Finance and Admin Team to ensure high quality, accurate and timely accounting, reporting, and execution of payments to suppliers and personnel.

The Finance and Administration Assistant shall ensure that appropriate work equipment and office services are in place, including the security of the office premises.

The position reports to the Head of Finance and Administration and works closely with the Team members and the Secretariat.

The roles shall be divided with 50% of the working hours dedicated to the finance function and 50% to office services.

LOCATION: GWPO Secretariat in Stockholm

SPECIFIC DUTIES

1. Finance 50%
Accounting and payments
Ensure that supplier invoices, travel claims, and reimbursables are registred in the supplier ledger

Ensure that electronic payment approval process is well functioning, and send approval reminders

Quality control travel claims and reimbursables

Register vouchers in the accounting system

Release approved supplier invoices and claims for payment

Update supplier information in the Supplier Ledger

Prepare and submit quaterly VAT reports

Prepare monthly reports on office expenditures

Keep an updated Accounting Manual

Update the GWP per diem rates bi-annually

Ensure filing and archiving of accounting documents

Continuoulsy improve adminstrative and financial routines within the Finance Unit

Back up function for the Financial Officers

Reconciliation
Participate in the planning and execution of timely monthly reconciliations of the Secretariat and the Global accounts

Other
Keep an updated fixed asset register

Other duties, as assigned by the Head of Finance and Administration

2. Office services (50%)

Ensure that the office has appropriate work equipment and service arrangements in place and act as the contact person for suppliers of all office services (excluding IT, printers, and phone hard ware).

Responsible for the maintenance of the office including purchase of office and kitchen supplies, handling of key cards, and hard copy archiving.
Ensure updated calendars (travel and vacation, and kitchen week) are in place.

Ensure an efficient handling of mail and deliveries.

Coordinate any internal office changes and moves.

Support the Secretariat?s goal to keep reducing its office-related carbon footprint.

Oversee, establish and strive for a safe, secure and ergonomically good work environment. This includes being responsible for the fire safety, first aid and other security measures at the office

Any other support within office environment and services as requested.

QUALIFICATIONS AND EXPERIENCE
At least secondary school education, preferably within accounting

Minimum of 3 years of experience as financial/administrative assistant preferably in an international working environment

Good familiarity with accounting systems

Conscientious, socially skilled and service-minded attitude as well as high attention to detail and numerical accuracy

Abilty to work independently and multi-task

Committed to meeting deadlines and good quality of work

Excellent oral and written communication skills in Swedish and English. Working knowledge of other major languages are considered an asset

Proficient in MS Office Programs

Send CV and cover letter in English to vacancy@gwp.org . More information on www.gwp.org under Vacancies and Internships.

Varaktighet, arbetstid
Visstidsanställning 6 månader eller längre
Heltid
Global Water Partnership Organisation är en mellanstatlig organisation

Publiceringsdatum
2016-09-09

Ersättning
Fast månads- vecko- eller timlön

Så ansöker du
Sista dag att ansöka är 2016-10-02
Ange följande referens när du ansöker: Finance Assistant
Ansökan kan skickas till e-postadress: vacancy@gwp.org

Företag
Global Water Partnership Organisation

Adress
Global Water Partnership Organisation
PO Box 24177
10451 STOCKHOLM

Kontorsadress
Linnégatan 87
STOCKHOLM

Övriga kontaktuppgifter
Telefonnummer: 08-56251900

Jobbnummer
3040889

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