Position: Country Finance Manager Ukraine

Location: Kyiv

Reporting Relationship: Regional Finance Manager (Functional Line Manager) and Country Representative (Organizational Line Manager)

Application deadline: 22/05/2024

Starting date: June 2024

Family duty station: NO

Working context

WeWorld supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future.

Since the beginning of the conflict in Ukraine, around 17 million people are in need of humanitarian assistance and protection throughout Ukraine. WeWorld works alongside those who, despite the conflict, have decided to stay, those who have returned after having abandoned their homes under the attacks, displaced from the eastern part of the country and refugees in Moldova.

The main sectors of intervention are WASH, Shelter/NFI, Child Protection and MPCA for conflict affected population in newly liberated areas and IDPs residing in the west of the country; psycho-social support activities are carried out mainly to women and children through mobile units and setting up child friendly spaces; distribution of food and non-food items has been provided in collective sites for IDPs and most vulnerable population in the rural areas in the east of the country.

Currently the humanitarian operations of WeWorld are conducted in the Oblasts of Kharkiv, Kherson, Mykolaiv, Odessa and Kyiv. The country office is set down in Kyiv and field offices in Kharkiv, Lviv and soon in Mykolaiv.

Purpose of the Role

The Country Finance Manager is responsible for all the administrative and accounting processes, including financial reporting, budget planning, development, and monitoring. She/He manages local finance staff. She/He reports to the Regional Finance Manager (Functional Line Manager) and the Country Representative (Organizational Line Manager).

MAIN FUNCTIONS AND DUTIES

General Administration

• Track and manage deliverables and timelines related to grants, contracts, vendors, and partners
• Monitor grant administration to ensure compliance with reporting and expenditure requirements
• Supervise compliance of administrative documents and their proper filing
• Ensure the smooth flow of administrative information and data to the HQ and Regional Office
• Supervise flow of administrative information from project partners and the compliance with MoU
• Supervise administrative and finance local personnel to complete routine tasks
• Capacity building of local staff and partner organizations in areas such as financial management, procurement and logistics, administration, good governance and management of accountability and transparency
• Follow-up payments from donors and financial project close-out. Implement a system to control inflation in both countries providing a monthly update to the Country Management Team and the Regional Finance Manager
• Participate in inter-admin meetings with other INGOs and NGOs in coordination with the Country Representative

Accounting

• Supervise and approve regular accounting, including monthly reconciliations, monthly and yearly closing of accounts, monthly journal entries
• Supervise cash and bank balance checking process when closing the monthly accounts
• Ensure that the cashbook flow is properly kept and constantly updated
• Supervise the cash and bank management in the mission

Financial Reporting

• He/she is responsible for the preparation of financial reports, in coordination with Regional Finance Manager, and administrative team
• Ensure the compliance of financial reports with donors and internal rules and procedures

Budget & Planning

• Collaborate with the Country Representatives and Programs/Project Managers to develop budgets according to donors’ regulations
• Review administrative/financial terms of grant contracts before signature (payment & financial reporting schedule, etc.)
• Collaborate with the Program Manager to monitor actual and forecasted expenses against budget to avoid under and overspending on the projects, ensuring compliance with the donor’s eligibility and reporting framework
• Monitor monthly financial flows of the missions and projects; develop and review quarterly and annual fund requests to HQ
• Anticipate financial risks, present budget updates and mitigation plans, and report them to the Country Representative
• Coordinate the preparation and constantly monitor/update of the core budget of WeWorld for Moldova and Ukraine providing monthly analysis to the Country Representatives focusing on gaps and risks

Audit Process

• Collaborate to the management of financial audit performed on the projects
• Supervise yearly financial audit on general accounting for local authorities and other financial reporting procedures that maybe required in both countries.
• Prepare information and is directly responsible for any assessment/audit performed by donor on WeWorld administrative procedure

Procurement

• Verify the entire procurement process (Tender dossier, evaluation, contract) before requesting the approval to the relevant team (at local level or HQ level) as indicated in the Local Operational Manual and internal Procurement SOP
• Ensure the updates of procurement plan in collaboration with the Procurement focal point
• Verifies that projects’ procurement dossier are complete and WW/Donor guidelines are respected
• Supervise the correct archiving of procurement files

Procedures

• Implement administrative routines, procedures, and systems provided by WeWorld Financial Management SOP to increase efficiencies, in coordination with Regional Finance Manager
• Control and update the Local Operational Manual for all missions based on WeWorld procedures to implement organizational policies, including those related to HR management in coordination with Regional Finance Manager
• Close coordination with Logs/Proc focal point of the mission
• Ensure that projects procurement plans are implemented in line with budgets’ management
• Carefully check procurement procedures prior to any payment authorization

Human Resources

• Participate in analyzing staffing needs & costs, compensation & benefits, and performance review practices
• Supervise compliance with all WeWorld employment regulations relating to National Staff payroll, health insurance, work insurance, employee benefits
• Ensure all National Staff have valid contracts, updated and signed Terms of Reference
• Support the Country Representative to monitor and revise salary scale if necessary, as well as supervising staff leaves, holidays, overtime and contractual obligations
• Support in recruitment process of National Support Staff
• If needed, support the smooth running of National Staff recruitment according to national procedures

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Bachelor’s Degree or equivalent in Economical/Financial/Accounting management
• Knowledge of institutional donor procedures (AICS, EU, UN agencies etc.)
• Working knowledge of English

Professional experience

• Preferably two years of professional experience in finance/administrative positions in the international cooperation sector and/or implementing humanitarian aid projects
• Experience in budget management and monitoring of procurement procedures

Skills and Abilities

• Strong flexibility and capacity to adapt behavior to the needs of the situation and emergency context
• Capacity to work autonomously and in problems prevention/resolution
• Proven organizational skills and ability to effectively manage multiple tasks while fostering quality, team spirit and positive working relationships with colleagues
• Ability to identify, initiate and maintain good relationships with partner organizations, donors and national authorities including building professional relationships with senior decision-makers and influencers / leaders
• Good communication, negotiation skills and sensitivity in dealing with local institutions on critical issues
• Cultural, gender, religion, and age sensitivity and adaptability
• Strong commitment to the Mission of We World, genuine interest for humanitarian aid topics

DESIDERABLE REQUIREMENTS

• Knowledge of Italian would be considered an asset
• Knowledge of AICS, EU, ECHO procedures
• Experience implementing humanitarian aid projects

WHAT WE OFFER

Type of contract: a first 3 (three) months collaboration contract subject to evaluation; a second collaboration contract of 6 (six) months renewable, following the positive evaluation of the first three months of contract.

Economic conditions to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex and hardship based on place of work)

Accommodation: housing provided in shared accommodation

Annual leave: 2,5 days/month (working days)

Flight ticket: one return flight every 12 months of contract

Health insurance: covered

R&R Policy: 5 days every 8 weeks, up to 500 euro of travel reimbursement and 500 Euros of perdiem

WHO WE ARE

We support people in overcoming emergencies and we strive to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. We work in 27 countries around the world, including in Italy, with more than 165 emergency, humanitarian aid and development projects. Our activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world.

We operate in several natural and man-made crisis in various regions of the world. The emergency response, coordinated by the Humanitarian Aid Unit, is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. We operate also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach.

In the last 4 years we have strengthened the regions and the countries where we have been working, we have created new programs, developed new quality and compliance systems and now we need new people who want to join us to build the world we want in the coming years. Join us.