Finance Associate

REPORTS TO: Chief Financial & Administration Officer
TEAM: Finance & Administration
GRADE: E - Associate
LOCATION: Stockholm, Sweden or GWP regional network
SALARY : €2,792 - €3,135 net monthly plus a good benefits package.
DEADLINE: 19 May 2022, 23:59 CET
SPECIFIC DUTIES
The Finance Associate ensures high quality, accurate, and timely accounting, reporting, and execution of payments to the networks, suppliers, partners, consultants, and staff.
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 & Admin team

Financial Reporting
Participate in the planning and execution of timely monthly reconciliations
Assist with preparations of monthly, quarterly and annual reports
Consolidate quarterly project reports and update liquidity & budget follow-up reports
Quality assure timely financial reporting and follow-up on discrepancies
Prepare and submit quarterly VAT reports
Keep updated user manuals of the accounting systems (Ascendo and NAV)
Ensure filing and archiving of accounting documents
Other duties, as assigned by the CFAO

Procurement focal point
Provide guidance and advice on procurement process and procedures
Ensure procurement processes and procedures are adhered to; reviewing and updating procurement templates and procurement guidance documents
Ensure that the procurement evaluation and implementation deadlines are met
Draft contract documents and support the contracting process, in coordination with Legal; establish and maintain workplans and schedule for ongoing and new contracts
In liaison with CFAO and Legal, oversee adherence to contractual agreements, recommend amendments and extension of contracts, and advise concerned parties on contractual rights and obligations
Negotiate, within the terms and conditions of the contract, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations
Manage the procurement inbox and e-procurement platform, ensuring timely responses to bidder inquiries

QUALIFICATIONS AND EXPERIENCE
A university degree in Business Administration, Accounting, Finance
Minimum 3 years’ experience in finance/accounting, 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

COMPETENCIES
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.
Languages: French and Spanish are 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.
Learning: 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 (required) describing how your experience, qualifications and competencies match this position.
Only short-listed candidates will be contacted within 4-6 weeks after the application deadline.
Questions can be directed to hr@gwp.org.
Professionals with a background from and/or living and working in Asian, African, Eastern European, Latin American, or Middle Eastern countries are encouraged to apply.
GWP offers competitive remuneration, good benefit package as well as an attractive work environment, with flat hierarchies, and with great opportunities for professional exposure and growth.