Position: Finance Coordinator/ full-time
Starting date: ASAP
Duration: 12 months with possibility of extension (including 6 months probation period)
Country Programme: North Macedonia (Western Balkans)
Place of work: Skopje
Reports to: Regional Representative for Western Balkans based in Sarajevo (BiH) and Regional Head of Systems and Pperations (RHoSO) located at HQ Prague (Czech Republic)
Please note his position is only open for citizens of North Macedonia or those with valid work permit.
About PIN in the Western Balkans
People in Need (PIN) started working in the region in the early 1990s to deliver humanitarian aid and has remained in the region since to support the region’s social and economic reconstruction and development. In the last two decades, PIN implemented projects supporting climate resilience and citizen engagement and minorities rights in the areas of waste management, circular economy, social inclusion, employment and inclusive education. More information is available on PIN’s website www.peopleinneed.net.
About the project
PIN is starting with implementation of the new project called Civil Society and Youth for Inclusive and Sustainable Development through Circular Economy in North Macedonia. The primary goal of this project is to guide North Macedonia towards a green, sustainable economy and resource-efficient growth, aligning with the European Green Deal.
Position summary
PIN is looking to hire a proactive and detailed-oriented Finance Coordinator with clear and effective communication skills.
Under overall supervision of Regional Representative for Western Balkans, the Finance Coordinator is responsible for ensuring daily accountancy work and administrative tasks related to project implementation for PIN office in North Macedonia. He/she is coordinating the financial part of the project and liaises with finance counterparts from PIN partner organizations.
Finance Coordinator closely cooperates with relevant operations staff in the regional and in at PIN HQ in Prague.
Duties amp; Responsibilities
- Train PIN partners on reporting requirements (PIN and Donor rules), check and prepare partner reports for internal system NAVISION, participate in preparing partner organizations' budgets.
- Gather and store financial documentation for cash/bank payments in compliance with PIN Financial Security Guidelines. Post advances, invoices, and maintain vendor cards. Post monthly bank statements and reconcile with invoices.
- Prepare and store cash register documentation per PIN's templates. Post cash vouchers for all movements, ensuring cashflow adherence to guidelines. Issue payments, advances, and clearances to staff per PIN financial guidelines.
- Archive hardcopies and digital finance related documents in internal systems (ELO, Navision, etc).
- Process approved invoice payments. Post bank statements for all movements and reconcile accounts. Communicate with bank officials. Handle supplier communication and negotiate financial or tax matters. Ensure prompt payment of approved invoices.
- Conduct induction training for new Prishtina team members on basic financial PIN rules. Assist with administrative office tasks including filing, drafting correspondence, and handling visa, notary, and bank procedures.
- Prepare monthly payroll and secure the approval process.
- Support RHoSO in overseeing mission economy using tools like Mission Coverage Analysis and Project Drawing Forecast, identifying operational cost gaps. Allocate overhead costs per mission allocation plan.
- Participate in project proposal budget preparation, finalize consolidation, and ensure accurate data transformation for donor reporting formats. Calculate direct, operational, and HQ-related costs ratios (DOH analyses). Ensure adherence to finance reporting deadlines. Coordinate cash flow with project and operational teams.
- Extract monthly logbook reports for staff vehicle payments. Arrange staff transportation in compliance with PIN RDD Travel Policy. Coordinate guest arrivals and departures, accommodation, etc.
- Manage fixed assets in the office and within the digital base, according to PIN Assets Policy.
- Manage contracts with mobile phone company, rental contracts, utilities and office cleaning contracts.
- Other admin and financial tasks according to ongoing needs (including translation and interpretation).
- Supports internal and external auditors and expenditure verifications by providing all requested documents and timely follow up.
- Other: Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)
-Carry out