Finance Coordinator- Ukraine

Location: Ukraine – Lviv

Duration: 6 months renewable, from May 2022

Conditions: Salaried contract, gross monthly salary €2 300 to €2 800, according to experience, monthly per diem €450, medical coverage of 100% + repatriation insurance + provident fund, accommodation, international and local transportation as part of the mission. More information on www.trianglegh.org, under “Participate”.

Presentation of TGH

“Actor in a sustainable and shared solidarity”

Founded in 1994, TGH is a French international solidarity organization based in Lyon. The association designs and implements emergency, rehabilitation and development programs in the following sectors: water, hygiene and sanitation, civil engineering, food security and rural development, socio-educational and psychosocial. TGH is currently operating in 11 countries in Africa, Asia, Europe and the Middle East.

Context

On February 24, the Russian president announced a special military operation to demilitarize Ukraine. Minutes later, missiles/air raids hit all of Ukraine, including Kiev, shortly followed by a massive ground invasion from several directions, in a major escalation of the 2014 conflict and resulting in the siege of several major strategic Ukrainian cities such as Chernihiv, Kharkiv, Kherson, Kyiv, Mariupol, and Sumy. The Ukrainian president has since enacted martial law resulting in the general mobilization and management of the country by the military.

While the eastern part of the country was attacked from the beginning of the invasion with an assault on the main cities of the country, the Russian troops quickly attacked the capital, Kiev, causing the displacement of the diplomatic bodies of the United Nations and the majority of humanitarian actors to the west, particularly to Lviv, which has become a real humanitarian hub. The populations forced to flee for safety are seeking to reach the west of the country, which is, so far, still relatively unaffected by attacks. The Lviv region is home to a large number of displaced persons and is the main transit point for people seeking to reach Poland or other European border countries. On the 18th of April, OCHA revealed that over 4.9 million people have crossed international borders to seek refuge mainly in Poland.

According to IOM on the 21st of April, the total number of internally displaced since the beginning of the war is over 7.7 million, 17 per cent of the country’s population and women represent at least 60 per cent of those displaced.

According to the humanitarian community, all the people living in Ukraine have been directly or indirectly affected by the conflict. Emergency humanitarian needs are varied and cut across all sectors.

The most pressing needs identified include:

• cash and access to financial support

• psychosocial support for a weakened mental health and limit the risk of irreversible

• medicines and medical supplies

Presentation of the mission

TGH is present in Ukraine since 2015. Established in Kramatorsk (East), TGH’s interventions were sargeting the most vulnerable populations along the contact line employing traditional and innovative modalities as follows:

• Provision of electronic vouchers (e-vouchers for food, hygiene or dual-purpose e-vouchers), an innovative modality with application of mobile phones and web-money-based interface

• Cash for Work (rehabilitation or social work)

• PSS

• Documentation support (restoration or obtaining of official/legal documents)

• Provision of basic humanitarian assistance: food and hygiene kits, in Donestk, NGCA

In 2020, TGH has completed its intervention with an emergency Covid-19 response funded by UNICEF supporting healthcare, educational and social institutions and households of Donetsk and Luhansk oblasts (GCA) along the contact line with electronic vouchers for essential hygiene.

Following February 24th, TGH mobilized its teams on the ground and at headquarter to maintain its existing activities and develop an emergency response to meet the most immediate needs of the affected populations. To this end, TGH has quickly started various assistance program to cover the basic needs and respond to the psychological distress of the affected households and individuals. Up to this date, TGH is implementing 6 different projects, while others are under discussion. To implement these activities in the most affected areas of Ukraine, TGH has developed and reinforced the collaboration with local partners that are essential and take a crucial place in the global response.

Initially operational in Ukraine from Kramatorsk, the team has been relocated to Lviv where the main TGH office had been recently opened and from where the activities are remotely managed. Given the enormous needs all around Ukraine and the different grants awarded, TGH is planning to open in the coming weeks sub-office in the other main cities of Ukraine in order to be closer to the beneficiaries and ensure a proper implementation and follow up.

TGH is a member of the following Clusters and Working groups: Protection, Age and Disability Working Group (ADWG), Mental Health and Psychosocial Support Working Group (MHPSS WG), Food Security and Livelihoods Cluster (FSLC), Agriculture Working Group, Cash-based transfers Working Group (CBTWG) and WASH cluster.

Job description

Under the supervision of the Deputy Country Director for support, the Finance Coordinator is responsible for the sound financial, accounting and budgetary management of the mission. He/she will be managing the national finance team.

For this purpose, main activities are:

Financial, budgetary and accounting management

§ Ensure all aspects relating to finance, including budgetary and accounting elements, as well as the mission cash flow in link with the D.CD for support.

§ Take part in the preparation of budgets and financial reports and provides support during external audits. Keep the HQ management informed on all important issues on a timely basis.

§ Supervise the monthly financial close process and ensure timely, complete, and accurate submission to TGH HQ.

• Manage all mission budgets, proposal, financial reports, monthly accountancy closure, cash flow forecast.
• Manage the cash flow between bases and coordination office in Lviv and prepare cash requests to HQ.
• Ensure TGH’s procedures are in place and followed.

§ Provide specific training sessions to the Administration team on, finance procedures.

§ Provide briefing to new expatriates and national staff on financial tools and TGH procedures.

§ Ensure a clear archiving of all accountancy and administrative documents.

§ Supervise partner financial management.

Logistics

In collaboration with the logistics Coordinator:

§ Ensure the respect of internal and donors’ purchase procedures.

§ Ensure a check on the documentation of purchase procedures.

§ Contribute to procurements if required.

Donor Reports

§ Closely monitor grants to ensure that no grants are overspent or under spent.

§ Preparation of donor reports by the due dates.

§ Analysis of actual to budget results to identify problems in accounting or compliance.

§ Review of the results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.

§ Prepare and conduct financial audits, when required.

§ As and when needed, contribute to writing financial reports and compiling data for financial reports.

Staff management

§ Manage and supervise the team under his/her supervision.

§ Conduct the Appraisal Interview of the team under his/her direct supervision.

§ Organize with the HR department and participate in the recruitments of the finance team.

§ Identify capacity building needs for the team and partners and provide direct support through training sessions.

§ Ensure good internal coordination and communication, including at least weekly meetings with the team.

Coordination

§ Centralize and diffuse information within the mission and to headquarters for all financial aspects of the mission, and consolidate the internal and external reporting for these domains.

§ Coordinating the activities of Finance and Administration in the field to ensure quality financial records coming from the field. This includes capacity building of field staff based on needs identified by Field Managers in the field and development of financial system specific to a particular sub-office.

§ Working with operations and program staff to prepare grant budgets to support new proposals and work closely to the operation team to ensure budgets monthly follow up.

§ Provide some additional support to the admin/finance/HR team when the D-CD for support is absent.

§ Attend internal coordination meetings.

§ Attend external inter-NGO administration coordination meetings when needed.

§ Attend bi-lateral meeting with donors, partners, and authorities when needed

Security, working and living conditions

Despite the fluctuating security situation in Ukraine, the environment in Lviv is relatively calm and travel on foot or by taxi is permitted in the city centre. It is possible to go out in bars, restaurants… but there is a curfew in place from 11pm to 6am according to the martial law in force in the country. TGH team works in spacious and well-equipped offices in the city centre, close to the youth hostel where the expatriate and national teams are accommodated. Access to good internet connection in the offices and the youth hostel.

Profile

• Master’s degree or equivalent in financial / accounting management;
• Strengthened by minimum 3 years of experience in financial / accounting management;
• Mastering financial management and team management;
• Sound knowledge of institutional donor procedures;
• Advanced Excel skills and SAGA accounting software;
• Professional fluency in spoken and written English, Ukrainian, Russian an asset;
• Good analytical capability, a sense of responsibility, organizational skills, reactivity, and an ability to adapt;
• Strong training/coaching skills;
• Ability to work independently and effectively;
• Ability to deal with complex compliance agenda;
• Ability to maintain confidentiality;
• Interpersonal skills; tact, patience, diplomacy, and appropriate assertiveness.