Ecaterina Chistruga
Summary
More than ten years’ experience in procurement, finance, programme and administration area. Experience of work within EU organizations. Degree in Business and Administration, Masters in Economics. Native Russian and Romanian speaker. Proficient English speaker and able to work in French.
Overview
22
22
years of professional experience
1
1
Certification
Work History
Finance and Administrative Officer
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)
07.2019 - Current
- Financial planning & monitoring:
- Supported the project manager and the head of finance & administration unit in drawing up the cash flow forecast, monitoring, revising and reporting on it based on internal financial tools;
- Supported the head of project implementation units in the yearly financial planning process;
- Monitored on a monthly basis of project costs and expenditures;
- Supported the project manager in drawing up budget proposals to potential donors using GIZ instruments;
- Prepared and compiled financial statements for audits and project donors (EU, Swiss Development Cooperation)
- Financing / Grant Agreements/Local Subsidies:
- Prepared all needed documents to conclude Financing and Grant Agreements, incl. extensions;
- Monitored the implementation of the financing agreements;
- Provided support in preparation of the monthly reports on the implementation of the financing agreements;
- Initiated and supported audit procedures for Financing and Grant Agreements;
- Ensured good communication and flow of information with the beneficiaries and with the GIZ headquarter;
- Filed documents in reference files or in DMS in line with GIZ’s filing rules.
- Prepared financial documents required for the Grant & Financing Agreement auditing;
- Being responsible for project cash account operations;
- Being responsible for project bank account operations;
- Reported immediately all problems involving finance and regulations.
- Administrative procedures:
- Prepared and processed service contracts;
- Prepared and processed procurement related contracts;
- Prepared and processed event related contracts;
- Instructed project partners on GIZ financial/administrative procedures and monitors its observance;
- Instructed project specialists on the service and goods procurement procedures and monitors its observance;
- Continuous advisory support and clarification of questions is provided to the units taking into consideration other projects’ experience; the MLPS experience is fed into GIZ Moldova undertakings (e.g. IDA country page);
- Developed guidebook on the use of MS teams and conducted workshops for the project units.
Finance and Administrative Assistant
UNDP Moldova
03.2016 - 06.2019
- Ensured full compliance with UNDP rules and regulations of financial processes, financial records and reports and audit follow up implementation of the effective internal control framework.
- Mapped the finance business processes of Country Office and elaborated the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management;
- Provided inputs for implementation of cost-saving and reduction strategies in consultation with the office management;
- Followed-up on contributions within the Country Office resource mobilization efforts assured;
- Prepared and modified the budgets for UNDP management projects, followed-up with HQs on Authorizing Spending Limit for management projects;
- Presented the researched information for planning and status of financial resources of the Country Office;
- Collected, segregated and monthly charged data to projects and UN Agencies through new Direct Project Cost modality of Cost Recovery;
- Provided Inputs for training on Cost Recovery calculation and processing to projects provided;
- Provided guidance to Common Service Project Assistant on collecting Cost Recovery info from all participating agencies provided;
- Ensured Local Price List annual review and launch;
- Conducted presentation on accumulated Cost Recovery charges;
- Provided support to EU verification mission for Biomass project and Country Office scan exercise.
- Provided proper control of the supporting documents for payments and financial reports for projects;
- Assured preparation of all types of vouchers with further payment process;
- Maintained the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas (IPSAS);
- Ensured timely response to HQ requests to resolve financial data issues and corrective actions on erroneous data in Atlas;
- Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements;
- Quarterly-Mid-Year Year-end Certifications timely performed and submitted;
- E-requisitions in ATLAS for Country Office needs managed and created;
- Procurement Plan or Country Office budgets prepared and regularly monitored;
- Practical implementation of travel module for CO staff ensured
- Inputs for Standard Operating Procedures in Travel provided
- Travel-related entitlements and payments ensuring compliance with UNDP travel policies and procedures calculated and processed.
- Assistance of CO staff in all administrative-related matters, as well as consistent support in reconstruction works provided.
- Training courses and briefings for the projects staff on overall finance procedures conducted;
- Induction training for newly recruited staff provided.
Finance/Programme Associate (Detailed Assignment)
UNDP Regional Hub Istanbul
02.2019 - 03.2019
- Ensured full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system; implemented effective internal controls, proper functioning of a client-oriented financial resources management system;
- Ensured implementation of cost sharing and trust fund agreements;
- Ensured effective operation of the Finance Unit focusing on achievements;
- Ensured full compliance of the Finance Unit with UN/UNDP finance rules, regulations and policies. Regular use of corporate tools (IPSAS, Finance and Supplier of Interest dashboards, etc);
- Constant monitored and analyzed the Finance Unit performance, timely readjust of the operations;
- Promoted knowledge-sharing, ensuring back-up system is in place and functioning, and contributed to a positive and results-oriented work environment;
- Ensured administration of management budgets;
- Prepared and modified budgets for UNDP management and development projects;
- Performed Project Operational and Financial Closure;
- Prepared status reports on projects with corrective actions taken (when needed);
- Performed Budget Revisions for development projects;
- Presented researched information for planning of financial resources of the IRH, reports containing analysis of the financial situation;
- Responded promptly to all financial queries revived from projects.
Travel and Logistics Associate (Detailed Assignment)
UNDP Istanbul Regional Hub
01.2019 - 02.2019
- Implemented operational strategies during the launch of the Travel and Expense Module;
- Provided support for the implementation of new Travel and Expense Module in IRH with full compliance of UN/UNDP rules and regulations, policies and strategies on travel management;
- Provided inputs to the UNDP IRH travel business processes mapping and update of internal Standard Operating Procedure (SOP) in Travel and Logistics in consultation with the Operations Analyst and the Head of Travel unit according to changes in rules and regulations;
- Provided support to travel and logistics management processes;
- Processed travel requests through the Travel and Expense Module (ATLAS);
- Prepared requests for creation of Travel Profiles;
- Followed up with travel agencies regarding purchase of tickets;
- Verified of the accuracy of travel entitlements as calculated by the unit members;
- Verified the accuracy of travel expense reports, followed up with the settlements to be paid in cooperation with the Finance Unit
- Provided support in arrangement of shipments; conference and workshops facilities arrangements;
- Maintained the filing system in the Travel Unit;
- Provided support to knowledge building and knowledge sharing;
- Provided various trainings to Travel Unit and all staff in IRH regarding the Travel and Expense Module including Procurement staff regarding Traveler Profile Creation;
- Kept abreast of updates/changes in the Travel and Expense Module and made new/updated information available to staff.
Project Assistant/Disaster Climate Risk Reduction Project
UNDP Moldova
10.2013 - 02.2016
- Assisted in the effective and efficient management of the project through a range of actions contributing to the design, planning, management and monitoring of project activities;
- Applied and promoted the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations;
- Worked in close collaboration with the Programme, Operations, Communications and other project teams in the Country Office (CO) for effective achievement of results, anticipated and contributed to resolving complex programme project-related issues and information delivery;
- Pro-actively contributed to day-to-day project implementation and ensured conformity to expected results and project work-plan;
- Provided support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc);
- Maintained records on all project personnel, national consultants and their respective status (contracts, ToRs, time and attendance if appropriate, etc.) in accordance with accepted policies and procedures;
- Prepared and issued contracts;
- Made pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
- Drafted minutes of Project Board and other project related meetings;
- Assumed overall responsibility for administrative matters;
- Arranged external and internal meetings (including the meetings of the Project Board, Technical level, as well as other relevant meetings etc.);
- Prepared requests for advance of funds and or direct payments;
- Monitored budget expenditures and maintaining a proper record of approved project budgets and their revisions;
- Prepared and submitted proposals for budget revisions;
- Prepared and submitted expenditure and programme budget status reports;
- Prepared recurring reports as scheduled and special reports as required for budget preparations and audit;
- Advised and assisted international advisers and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
- Undertaken other financial and administrative tasks on an ad hoc basis;
- In accordance with the Work Plan arranged for procurement of equipment, supplies and services;
- Created and managed e-requisitions in ATLAS (IPSAS);
- Arranged equipment maintenance and insurance as required;
- Ensured that contractual processes follow the stipulated UNDP procedures;
- Physically cleared and ensured delivery of equipment and supplies procured for the various programme sites;
- Maintained equipment and spare inventory including verification and transfer when required.
Tourism/Office Manager
SRL Intur
05.2006 - 09.2013
- Supervised travel agency staff;
- Prepared tourist information;
- Involved and elaboration of promotional materials;
- Managed office budgets;
- Drafted relevant reports;
- Maintained statistical records;
- Undertook day-to-day centre management and administration;
- Performed liaising with local businesses and the market research.
- Ensured coordination with company's partners, including synergies collaboration with other tourism companies working in the same area.
- Established and managed mechanisms for exchange of information, experience and lessons learned at the local and international levels.
- Ensured dissemination and visibility of company's achievements.
Translator (RO-EN-RU)
SRL INTUR
03.2005 - 05.2006
- Checked original texts or confer with authors to ensure that translations retained the content, meaning, and feeling of the original material;
- Checked translations of technical terms and terminology to ensure that they are accurate and remain consistent throughout translation revisions;
- Listened to speakers statements in order to determine meanings and to prepare translations, using electronic listening systems as necessary;
- Proofread, edited, and revised translated;
- Provided both oral and written translations in day to day activities;
- Ensuring telephone interpreting with international partners
Marketing Specialist
S.A. “TUTUN-CTC”
12.2003 - 10.2004
- Involved in research of new markets;
- Determined new market channels;
- Contact follow-ups on sales prospects;
- Coordinated with marketing groups to facilitate functions;
- Provided status reports to management;
- Microsoft Office, Excel and PowerPoint experience;
- Maintained electronic filing systems;
- Coordinated the relevant meetings;
- All required reports to management timely prepared and submitted;
- Logistical arrangements, including organization of meetings, provided;
- Research of markets and help and elaborating new marketing products provided;
- Managing & maintaining product & data information within company systems.
- Assisting in organizing promotional events;
- Networking events & promoting the company attended;
- Involved in organizing planning and controlling exhibitions.
- Support the company in the implementation of it’s marketing campaigns provided;
- Proofreading for all marketing material, both print and online executed;
- Writing marketing e-mails & then sending them to customers & sales prospects.
- Assisting the marketing team with day to day administration duties.
Education
Diploma - Business and Administration
ASEM
06.2005
High School Graduate - undefined
“GH.ASACHI” Liceum
06.2001
MBA - Economics
ASEM
Chisinau, Moldova06-2024
Skills
- Leadership within Finance Unit during 3 month Head of Unit detailed assignment (3 persons under supervision);
- Good leadership skills while working in team work in UNDP Regional Hub;
- Good organizational skills while conducting trainings and meetings in UNDP CO and UNDP IRH;
- Good team-leader and organizational skills while conducting refurbishment process organized during reconstruction process of UNDP Moldova Country Office
- Good communication skills while working within private sector and international environment by organizing and conduction different trainings and presentations;
- Peer-to-peer trainings with staff in UNDP Moldova and UNDP IRH;
- Continuous communications with projects both at national and international levels;
Certification
- OnSITE Reporting - Introduction and basic skills for co-financing financial reporting GIZ
- Procurement Official Certification Assessment for BUYER UNDP
- UNDP IPSAS Reporting- Beginners UNDP
- UNDP IPSAS Reporting - Intermediate UNDP
- Basic Accounting Principles and Framework UNDP
Languages
English
Advanced (C1)
French
Elementary (A2)
Russian
Bilingual or Proficient (C2)
Timeline
Finance and Administrative Officer
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)
07.2019 - Current
Finance/Programme Associate (Detailed Assignment)
UNDP Regional Hub Istanbul
02.2019 - 03.2019
Travel and Logistics Associate (Detailed Assignment)
UNDP Istanbul Regional Hub
01.2019 - 02.2019
Finance and Administrative Assistant
UNDP Moldova
03.2016 - 06.2019
Project Assistant/Disaster Climate Risk Reduction Project
UNDP Moldova
10.2013 - 02.2016
Tourism/Office Manager
SRL Intur
05.2006 - 09.2013
Translator (RO-EN-RU)
SRL INTUR
03.2005 - 05.2006
Marketing Specialist
S.A. “TUTUN-CTC”
12.2003 - 10.2004
High School Graduate - undefined
“GH.ASACHI” Liceum
Diploma - Business and Administration
ASEM
MBA - Economics
ASEM
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