Finance Manager

Job Title: Finance Manager

Function: Finance & Administration

Job Group: Programme Support

Duty Station: Ukraine – Odesa

Administrative Line Manager: Head of Support Services

Line Management Responsibility: N/A

ABOUT US

NP (Nonviolent Peaceforce) reimagines security and civilian protection in areas most impacted by conflict by working alongside communities to interrupt and prevent violence. NP is a global civil society organisation that works with people affected by violent conflicts to enhance their security and dignity through unarmed civilian protection (UCP) and by helping to transform the world’s response to conflict situations.

JOB PURPOSE

The Finance Manager is responsible for financial and accounting management; financial reporting, accounting, funds management, preparing donor finance reports, contributing to fraud control procedures, payroll, and related administrative tasks. The Finance Manager ensures compliance with donor and governmental regulations as well as Nonviolent Peaceforce internal policies and procedures. In its role as a support to the Programs and other Departments, the Finance Manager provides timely reports and assistance to all departments and to HQ to ensure that financial resources are used efficiently and effectively. The finance manager is a member of the Country Programme Senior Management Team (SMT).

KEY OBJECTIVES/RESPONSIBILITIES

Receipt of supplier invoice & payment process

• Review invoices for accuracy and proper approval
• Reviews and approves supporting documents before final approved by the Head of Mission and/or designate
• Ensure proper filing and record keeping of supporting documentation

Petty Cash & Cash Fund Management

• Ensure that all cash advances are recorded cleared and reconciled on a monthly basis Ensure weekly reconciliation of petty cash

Cash Disbursement to Field Sites

• Review and maintain oversight of cash fund disbursement forms
• Manage withdrawal of petty cash/ cash fund from the bank
• Oversight of cash movement including verification of receipt by recipient/field site
• Ensure withdrawal and deposit to and from the bank are recorded
• Ensure and follow up on financial reporting from field sites
• Ensure that the cash count reconcile with the balance in the books of account

Bank and Control Accounts Reconciliation

• Ensure monthly reconciliation of all bank accounts including review and approval from HoM
• Get the reconciliation approved from the Head of Mission and file with monthly financial reports

Cash Forecasting

• Regual review of cash position, cash needs as well as expected income from donors
• Maintain a 6-month cash forecast, to be updated on monthly basis

Monthly closure & Financial Reporting

• Ensure timely and accurate closing of monthly accounts ensuring that all vouchers and expenses are accounted for .
• Undertake all monthly checks and controls as per monthly checklist.
• Ensure that the Intercompany ledger from Head Office reconcile with the country Programme intercompany ledger.
• Maintain real time accounts payable system with monthly submission to HQ
• In liaison with program staff ensure accurate and timely reporting on budget vs. actuals reports to HQ, including variance analysis.

Payroll Management

• Review the master payroll file
• Ensure that social security and other payroll charges as per national labour law are accurately provisioned for and settled on time.
• In liaison with program staff ensure correct cost allocation of staff costs
• Ensures regular and accurate reconciliation of time sheets and payroll with the accounts

Budgeting Process

• Supports the Programme Development team in the preparation budgets for grant proposals
• Leads the monitoring of budget vs. Actual reports in close liaison with HoM and key budget holders.
• Leads the annual budget process for the country programme in close liaison with HoM and other relevant partners including HQ.

Others

• Ensure internal controls are implemented throughout the country programme with a specific focus on ensuring thorough fraud prevention processes and oversight
• Ensure due diligence, oversight and compliance with donor reporting requirements
• Ensure timely and accurate reporting to donors
• Coordinate and prepare for annual audits as well as individual grants audits
• Coordinate the submission of monthly, quarterly and final financial reports to local authorities as necessary
• Liaise closely with HR to ensure timely and accurate completion of time sheets
• Facilitate training of finance procedures for finance and non-finance staff

QUALIFICATIONS AND COMPETENCIES

Education, Knowledge and Experience

• Commitment to the humanitarian principles (humanity, neutrality, impartiality and independence) and the work of Nonviolent Peaceforce
• Bachelors in accounting, finance or equivalent. Certified Public Accountant (CPA) qualification.
• At least 5 years’ experience in finance management with a nongovernmental organization (NGO)
• Experience interpreting and applying accounting standards and procedures, applicable country rules and regulations, and grants management.
• Experience in grants financial management and accounting
• Experience working in multi-cultural environment
• Quick Books experience is a significant advantage

Skills

Independent Judgment/Analytical:

• Ability to manage information with discretion
• Ability to set priorities, solve problems and analyse data
• Demonstrable ability to effectively process and consolidate information and documentation from multiple locations
• Proficiency in written and spoken English. Knowledge of Ukrainian a significant advantage
• Ability to interact confidently and present financial information effectively to colleagues and external contacts

Interpersonal:

• Flexible, energetic and adaptable
• Ability to work in a multi-cultural environment
• Proven ability to build relationships