Finance and 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

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.