Deputy 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: Deputy Finance Coordinator

Code: 60-5950

Duty station: Poltava, with regular missions to other bases

Starting date: 01/03/2023

Contract duration: Until 31/12/2023

Reporting to: Country Finance Coordinator

Supervision of: 1 national finance officer

Dependents: non-family duty station

General context of the project

Since the beginning of the war, over 2 700 000 people have crossed Ukraine’s Western borders to date. But IDP`s are still fleeing Eastern and Central Ukraine through the evacuation trains and, as the situation deteriorates in central and southern Ukraine, more waves are expected, of people either looking for a safe shelter or for a safe passage.

To help, the city of L’viv has become a refuge hub for people fleeing. The municipality though is already struggling: the city has no more accommodation at its disposal and prices have considerably risen to the point that accommodation in hotels stands at around 170 EUR per night, 3 times more than the average price.

To cope with the situation and scale up the support still needed, the municipality has thus reorganised the properties at its disposal and identified further locations to be used as shelters and is in the process of assigning them to the management of local organisations. The funds for equipping and management of the very same shelters are running low, and the local organisations identified lack in resources, skills and manpower.

Within this situation hospitals are overwhelmed and have long passed their normal capacities. While the service provision though still copes, the spaces for hosting patiesnt and their families during air attack alarms are running short.

General purpose of the position

Support Country Finance Coordinator through delegated tasks and responsibilities, replacing him in his absence and participating in the implementation and management of finance strategies, policies, internal control system and all financial administrative and legal issues in the mission, according to INTERSOS protocols, standards and procedures and Country Finance Coordinator guidelines, 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

• Participate actively in the definition and monitoring of the financial operational and budget needs and the financial strategy of the mission, providing support in the assessment and mitigation of the financial risks of the mission and in the implementation of the relevant organizational setup in order to meet all financial obligations while keeping financial ethics respected at all times

Accounting

• Support the finance department in the management of the treasury, journals, safes and bank accounts in order to ensure the smooth running of operations and maintaining as much control as possible on financial risks. Supervise the correct preparation of the cash counting and bank reconciliations and all accountancy documents filing

Compliance

• Support the Country Finance Coordinator in the implementation and respect of INTERSOS policies and guidelines, 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
• Participate in the management of funding agreements with donors and in providing regular and adequate indicators to monitor the financial health of the mission, providing relevant cost analysis, regularly monitoring of expenses vs budget, analyzing variances and suggesting corrective actions when needed. Assist in the collection of information on resources and translating them into a budget

Administration

• Participate in the coordination and supervision of the monthly and yearly closing of accounts with the aim that the statement reflects the financial reality of the mission
• Ensure, in collaboration with the Project Managers and Country Finance Coordinator, the economic-financial performance of the project: financial forecast, expenditures projections, cost recovery, final balance
• Overview of the regular registration and import of financial data into the database (NPW) guarantying accurate accountancy
• Support the Country Finance Coordinator and Finance Manager in preparing the interim and final financial reports and for the check and preparation of accounting documentation for audits ensuring accuracy and completeness
• Perform any other tasks necessary for the smooth operation of the finance office and tasks delegated by the Country Finance Coordinator, and replace him in his absence
• When requested replace other members of the coordination or project finance teams during their absence

People management

• Support the Country Finance Coordinator in ensuring the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the finance activities
• Plan the work, supervise, and collaborate to train the staff of the project’s accounting-administrative area upon request by the Country Finance Coordinator

Required profile and experience

Education

• University degree in management and finance or other similar areas.

Professional Experience

• Minimum 5 years of experience in a similar position

Professional Requirements

• Essential degree in Economics/Finances
• Essential two years’ experience in budget management and in team management
• Desirable previous experience with NGO’s in developing countries
• Essential computer literacy (word, excel, finance DB and internet)

Languages

• English is mandatory
• Russian/Ukrainian highly desirable

Personal Requirements

• Spirit of adaptation to simple living conditions and subject to safety constraints
• Ability to communicate and work in a team and in a multicultural context
• Respect for INTERSOS values/mission
• Strategic vision
• Leadership
• Teamwork and cooperation
• People management and development