Country Finance Coordinator – Ukraine

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Country Finance Coordinator

Code: SR-60-9123

Duty station: Kyiv with frequent travels to field locations

Starting date: 18/12/2023

Contract duration: 12 months

Reporting to: Country Director

Supervision of: Deputy finance coordinator, finance officers

Functional Supervisor:Regional Finance Coordinator

Type of duty station: Non-family duty station

General context of the project

The war broke out in Ukraine in February 2022. Since then, millions of people have fled to the neighboring countries, raising a big concern on how to manage such an immense flux of people. Shortly after the outbreak of the conflict INTERSOS set up its emergency response from Ukraine in April 2022. Currently the team in Ukraine is operating across two main operational hubs for East and South. All INTERSOS interventions are embedded in a programmatic approach to respond to the multisectoral needs of the conflict affected population, focusing on Protection, Health and NFIs response serving internally displaced persons (IDPs), their host communities in areas of displacement, and emergency humanitarian assistance in frontline and newly accessible areas. The project portfolio in Ukraine is supported by several donors and in line with its localisation strategy, INTERSOS works with different local partners across all oblasts of intervention.

General purpose of the position

Define, coordinate and monitor the implementation and management of finance strategies, policies, internal control and all financial administrative in the mission, in line with the context and operational challenges and INTERSOS protocols, standards and procedures, and with the Regional Finance Coordinator’s directions, in order to provide accurate, transparent, timely and reliable financial information to the organization and third parties on the allocation of resources in the projects.

Main responsibilities and tasks

Strategy and budget

• As an active member of the Senior Management Team, participate in the definition of the missions’ objectives and strategies planning, implementing and monitoring the financial operational and budget needs, anticipating changes and challenges and planning accordingly, in order to ensure budget is appropriate
• Define the financial strategy for the mission and the country, assessing and mitigating the financial risks of the mission, and the project economic and financial plan together with the Head of Mission and linking with the Project Managers
• Provide regular and adequate indicators to monitor the financial position of the mission and provide relevant cost analysis, regularly monitor of expenses vs budget, analyse variances and suggest corrective actions when needed
• Provide support to the Head of Mission on drafting new projects and budget preparation

Accounting and Treasury

• Ensure the accounting process is efficient and accurate, foreseeing an adequate level of verification and segregation of duties based on the dimension and the staff of the mission. The accounting database must be compliant with the INTERSOS’ standard accounting practices, reconciled on a monthly basis following the standard internal control mechanisms and enforce an effective monitoring of payment of suppliers, social/tax institutions and staffs salaries
• Coordinate the efficient management of the treasury including to ensure the smooth running of operations and maintain control on security risks. This includes among other things, definition of minimum levels of cash, cash-flow forecast for projects and NGO, management of local bank accounts, bank/cash reconciliation, transfer of funds to field bases, relations with banks and/or other financial institutions at mission level, identify in advance the financial issues and cash crunch

Compliance

• Ensure proper implementation and respect of INTERSOS policies and guidelines and compliance with donors procedures, ensuring they are aligned with legal requirements and within the national legal framework, and designing or adapting relevant local policies, procedures and tools for optimized management of the mission’s financial resources
• Sensitize key executive staffs as coordinators, budget holders and relevant management on financial risks and the extent of their financial responsibilities
• In collaboration with Regional Finance Coordinator manage the funding agreements with donors e.g. coordinating and preparing proposals and financial reports and managing donor contracts
• Ensure the implementation of a relevant mission organizational set up and a reliable internal control system, in order to meet all financial obligations while keeping financial ethics respected within the mission and making use of the New Accounting Information System, or when not available, using the tools and templates provided by the procedural protocols

Administration and HR

• Is responsible for mission administrative-accounting documents and all finished project documentation. Submit to the Regional Finance Coordinator and the HQ Finance Director the accounting reports and the supporting official documentation on individual projects and contracts
• Collaborate with HR department to accomplish the administrative requirements related to staffs related matters
• Coordinate and oversee the monthly and yearly closing of accounts guarantying that the statement reflects the financial reality of the mission

People management

• Is responsible for the management, supervision and development of the finance team, including coaching, training, motivating and ensuring their capability, detecting potential conflicts and finding solutions when necessary
• Participate to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he is accountable for

Logistics

In collaboration with the Logistics Coordinator ensure the proper execution of goods, works and services procurement processes in conformity with INTERSOS and donors’ guidelines

Required profile and experience

Education

Essential degree in Economics/Finances

Professional Experience

• Minimum 5 years of experience in a similar position
• Essential four years’ experience in budget management and in team management
• Desirable previous experience with NGO’s in developing countries

Professional Requirements

• People management skills and ability to work in a team
• Sense of organization, management and planning;
• Excellent interpersonal skills, diplomacy and partnership approach
• Flexibility and ability to work in a difficult context, under pressure and in an often uncomfortable environment
• Essential computer literacy (word, excel, finance DB and internet)
• Strategic vision

Languages

• English mandatory
• Mission language desirable

Personal requirements

• Teamwork and cooperation
• Service orientation
• Behavioural flexibility
• Commitment to INTERSOS principles