Finance & Operations Manager, Poland

Project Overview and Role: Palladium is recruiting for a new programme focused on facilitating a targeted and flexible mechanism to provide capacity building, non-lethal equipment procurement, technical assistance and grant (financial) support to Civil Society Organisations in Ukraine.
The programme is expected to operate out of Poland. The position may require travel to Western Ukraine. The primary responsibilities of the Finance and Operations Manager, are as follows.
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Financial Management**
• Ensuring compliance with both client and Palladium financial processes and systems, including coding and tracking costs to individual programme budget lines.
• Preparation of annual client and Palladium forecasts, with regular updates (at least monthly) to ensure minimal variance
• Management of the project bank account
• Approval of weekly field vouchers and all payment approval documentation
• Approval of monthly funds transfer requests (FTRs) for Palladium treasury detailing the forecast of expenditure for the month
• Reviewing and ensuring that the project Work Breakdown Structure (WBS) is up to date and costs are being correctly charged to the project in line with individual budget lines,
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Human Resource Management **• Prepare and maintain the fixed-term employment contracts for all project staff
• Prepare and maintain monthly payroll for all project staff, ensuring timely payment and the deduction of appropriate taxes and benefits
• Support the Team Leader in the establishment of the performance management system, and ensure compliance of all line managers with the requirements and timelines of the system
• Keep up to date with changes in local legislation surrounding employment legislation and employer and employee obligations
• Prepare and maintain consultancy agreements for project consultants
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Compliance **• Ensure that all payments are made with the correct statutory deductions
• Ensure that all statutory deductions are remitted to the appropriate authorities within the necessary timeframe
• Oversee the project annual financial audit, including procurement of the audit firm (if requested by the client) and facilitation of the audit process
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Contracts Management **• Prepare and maintain contracts for local suppliers and agents
• Ensure that all contracts are filed and recorded in an auditable fashion, both in soft copies and hard copies where required for compliance with Polish law,
• Work with the Project Associate to ensure that all contracts are approved by Contracts and Compliance before signing, as required
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Procurement**
• Oversee all procurement of goods and services
• Ensure compliance with both Palladium and client procurement procedures
• Establish and maintain the project asset register, ensuring it is up to date at all times and assets are managed and safeguarded appropriately,
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Office Management **• Act as the primary liaison point between the landlord and the project
• Ensure that all office supplies are procured appropriately, and accurate stock records are kept for all consumable items
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Safety and Security **• Act as the project Safety and Security focal point, liaising as necessary with the Palladium corporate security team, and ensuring that company-wide safety and security measures are undertaken by the team,
• Establish and maintain the project communications tree, including ensuring staff are familiar with reporting procedures and media,
• Maintain and update the project safety and security procedures as necessary throughout the life of the programme to ensure the safe and compliant operation of the project

Required Qualifications:Required expertise** •Significant experience in the management of finance and operations within a project or organisation
•Demonstrable familiarity and experience with Polish requirements in the management of project finance (tax obligations, contract obligations, etc.)
•Excellent written and spoken English and Polish **
Desired expertise **The following will be considered an advantage:
•Ukrainian and Russian language skills