Head of administration and finance department, deputy country director

Help — Hilfe zur Selbsthilfe: We are a non-profit, independent organization that was founded during the war in Afghanistan in 1981 and is now active worldwide in 26 countries. Help provides rapid assistance in the event of disasters, sustainable reconstruction, and long-term development assistance for and with people in need, especially in Africa, Asia, and Europe. Help is currently providing emergency aid for victims in Ukraine and for Ukrainian refugees in Moldova. Along with its strong local partner organizations, it is active in sixteen oblasts, conducting humanitarian aid through WASH activities, medical/psychological support, housing support, winter relief operations and veterinary support.

Quick facts:

• Duty Station: Representative Office Kyiv, Ukraine, with field support visits
• Reporting to: Country Director (CD) Ukraine Deputy to the Country Director during absences such as holidays, travel, illness, etc.
• Working hours: 40 hours per week
• Duration: 1 year with a possibility of extension

Overall Job Purpose

The position is part of the senior leadership team and provides close support and finance management in accordance with the HELP’s policy and strategies in Ukraine. The position has overall responsibility for all financial, administrative, and procurement processes in compliance with the HELP’s policies & procedures, compliance with donor guidelines and regulations, providing support on grants management as well as internal and external reporting on such aspects.

The Head of the Administration and Finance Department supervises national staff in his department and works closely with the various program teams on all matters related to procurement, finance, and budgeting while ensuring exact financial controlling.

Key Responsibilities

Financial Management

• Assist the CD with the proper implementation of HELP’s finance systems to ensure that timely and accurate financial reporting is sent to the HQ as required as well as to oversee adequate cash flow and regular follow up on budget planning and expenditures.
• Oversee and ensure that accounting systems are maintained to provide the information required for planning, monitoring, and reporting for program operations, for safeguarding assets, discharging liabilities and legal responsibilities.
• Ensure that the policies and procedures of Help, financial regulations and the accounting and cost control mechanisms of WINPACCS, are understood and fully adhered to.
• Supervise timely preparation of all mandatory monthly/quarterly and yearly accounts, including the monthly finance and management reports for the CD and HQ.
• In collaboration with the CD and HQ PA, be the lead for ensuring the financial, HR and Administration integrity of the program.
• Ensure good quality finance and administration systems (as per the standard HELP’s guidelines) are set up and functioning at the program level.
• Communicate with different departments (program, logistics, field offices.) and offices to oversee that each submits monthly budget forecasts.
• Based on in-country cash available and planned expenditure, and in consultations with CD, timely send approved monthly Fund Requests to HQ.
• With support by Finance/Procurement Managers and Officers, prepare monthly/quarterly paper and electronic (via WINPACCS) reports on expenditures against the project budget (s) and timely send these together with copies of all hardcopy receipts and other expenditure-related paperwork to HQ.
• Prepare various monthly payrolls, verified by CD and send electronic as well as paper versions to HQ.
• Assist and provide on-going inductions to all relevant staff on the financial procedures and ensure that the country team is trained and respects finance and administration guidelines.
• Oversee all in-country payments to contract partners, vendors, and colleagues, as well as reimbursement of approved expenses.
• Maintain all HELP bank accounts in-country and set up new accounts according to programme needs in collaboration with CD.
• Ensure legible monthly bank statements are obtained and submitted with monthly/quarterly financial documentation for audit.
• Oversee the implementation of procurement plan aligned with ongoing and planed projects.
• Supervise Financial and Procurement Departments.
• Ensure alignment and adherence of the operation with local laws and legislature by involving legal professionals.

Administration

• Oversee with the CD that standard Help administrative procedures and policies are adhered to and used for regular administrative matters including provision of legal documents as requested by relevant official authorities.
• Follow up on all rental agreements, including the HELP office (s) and vehicles, etc. to ensure timely renewal of such agreements when necessary.
• Together with CD, jointly follow up on HELP’s legal requirements for registration and operations in the country
• Provide direct HR/finance/Admin support during field missions in areas considered with gaps.
• Travel within the program to monitor compliance with policies and procedures, review operational support-related tasks, and work closely with field staff to enhance the operations aspect of the program.
• Assist CD to ensure legal compliance with all local government taxation and labor regulations concerning employment contracts.

Organizational Processes and Communication

• Maintain regular communication collaboration/support with Team Leads and PMs to enhance project delivery.
• Hold regular team meetings as well as operational support meetings for clarity and planning.
• Conduct short administrative/finance trainings for field teams
• Provide information for external reports and/or donor proposals and in the creation of viable new proposals and budgets for future grants.
• Represent HELP at State/National level meetings with key stakeholders

Required Qualifications & Experience

• A university degree in a finance or management-related field.
• Ukrainian national or holder of a residence permit in Ukraine.
• At least 7 years experience in a similar level/position focusing on Financial Management with INGO/UN Agency or a relevant private entity such as a bank or branch of an international enterprise in Ukraine.
• Knowledge of donor reporting requirements, such as the German Foreign Office, ECHO, UN agencies, and other institutional donors.
• Strong leadership, conceptual & analytical skills combined demonstrated organizational, management, and supervisory skills.
• Team-oriented, flexible, and excellent communication skills.
• Advanced computer skills, especially Excel and accounting programs (preferably WINPACCS/ or SAGE)
• Training, Coaching, and mentoring skills.
• Able to work in an unstable, rapidly changing, and insecure environment in an ongoing conflict.
• Experience and knowledge of Ukraine context gained from the private sector would be of advantage.
• Language skills: Ukrainian and English.