Regional Finance Officer

Mission:

The Regional Finance Officer reports to the Ukraine Humanitarian Response Project Manager and supports the financial management of projects in Ukraine and neighbouring member association so that they are adequately and timely resourced and financial compliance secured.

The Finance Officer collaborates closely with the finance staff of Member Associations and ensures alignment in financial planning, liquidity management, recording and financial reporting along defined frameworks and procedures of the whole financial cycle.

He/she maintains the financial overview, coordinates finance relevant information with multiple stakeholders in the International and Regional Office and regularly reports to the Ukraine Humanitarian Response Project Manager.

Main clients and contacts

• Ukraine Humanitarian Response Project Manager
• Staff working in projects in Member Associations (Finance Heads, Accountants, Project Staff, National Directors)
• Staff of the International Office
• Staff of the International Office Region (IOR) like Finance & Controlling Advisor, Regional Director Finance & Controlling and other functional counterpars (HR, IPD, FDC
• Ukraine Crisis Reponse Steering Committee
• External auditors, vendors

Key performance areas and main responsibilities:

Overall support in financial project management

• Set up, maintain and consolidate a full financial overview over the use of Ukraine Response emergency funds in the region in line with established frames and protocols
• Propose practical improvements of financial procedures, where deemed necessary to Ukraine Humanitarian Response Project Manager, and the Regional Office
• Support the Humanitarian Response Project Manager in the implementation and adaptation of the Crisis Response Strategy from financial side by consolidating financial information and reporting timely and regularly
• Coordinate closely with Humanitarian Response Project Manager / GER / IOR to make sure that the organisational project structure has sufficient resources, and conduct regular financial reviews in line with approved budget
• Support a smooth and timely flow of international transfers to Member Associations, maintain overview in close cooperation with IOR and GE
• Monitor and alert about risks of blocked bank transfer channels and work on risk mitigation measures in close alignment with concerned actors
• Ensure close link and coordination with IPD teams for compliance with donor requirements
• Contribute to the set-up of Humanitarian Appeal partnership agreements with Member Associations and the project by providing input on requirements for financial reporting, recording, internal control, auditing process
• Ensure all needed requirements for a successful external finance audit are put in place and followed up by all Member Associations
• Conduct monitoring visits to support and monitor financial project operations in Member Associations and provide feedback on areas of improvement
• Report regularly to the IOR Director Finance & Controlling and collaborate in terms of financial risk management
• Collaborate regularly with the IOR Finance and Controlling Advisors of implementing Member Associations, with other regional functions as necessary

Specific financial project management support to Member Associations (MA)

• Build capacity and support finance staff in Member Associations in setting up financial procedures and contingency plans that ensure rapid response in a dynamic emergency context
• Support and advice MAs in setting up project budgets, monitor funds use in compliance with the approved budget, with defined procedures and with internal and external requirements
• Ensure MAs receive any guidance needed for accounting and that financial reporting is conducted according to established schedules and reporting procedures
• Ensure MAs follow up closely on their liquidity situation and are able to request funds along the new funds transfer process tailored for this project
• Jointly with the project team and IOR functions ensure that MAs have set up a reasonable level of internal control over interventions with due diligence, reduce risks of funds mismanagement in neuralgic areas of crisis interventions
• Provide guidance and link up MAs and IOR finance staff to technical expertise in Cash and Voucher Assistance in Emergency Response, work closely with related actors, in particular with regional ER Advisor
• Contribute to a monitoring and evaluation framework as needed
• Support in training and capacity building, produce material for management information

Requirements:

• A BA/S or equivalent in finance, accounting or related fields required; advanced degree.
• At least 5 years of progressive financial management experience, including supervisory experience, grants management as well as a strong understanding of institutional donor regulations required.
• At least 3 years’ international experience required; international NGO field office in an Emergency project is an asset.
• Sound knowledge of international humanitarian standards (CHS)
• Demonstrated experience and skills with budget preparation and analysis, financial reporting and the proven ability to translate technical financial data into informative reports.
• Sound accounting skills and experience, including management of the general ledger, journal entries, payroll, payables, and balance sheet
• Knowledge and experience in Cash and Voucher Assistance in emergency projects an asset
• Advanced computer skills in MS Office programs, particularly Excel, experience with Microsoft Dynamics D365 an asset
• Effective verbal and written communication, multi-tasking and self-steered, organizational and prioritization skills
• Experience in virtual teams collaboration, ability to work under pressure, in a challenging environment and to handle stress
• Politically and culturally sensitive
• High proficiency in English language, Ukrainian and/or Russian language skills would be an advantage
• The position requires occasional travels
• Applicants must hold a valid Austrian working permit or be eligible to work within the EU

We offer:

• A diverse and international working environment
• Professional development opportunities
• A salary that will be commensurate with experience and qualification