You will be responsible for essential financial administrative tasks and provide oversight for the Ukraine office including the Ukraine response regional grant portfolio. You will ensure compliance with donor requirements and contribute to proposal development by linking programmatic planning with cost-effective and accurate budgeting, all following the program’s log frame for interventions, activities, and program management.
Grant finance management support
- Review grant budgets and financial reports against approved budgets and provide critical feedback.
- Monitor budgets in grant proposals and verify consistency with prevailing market rate.
- Verify reporting requirements are adhered to and ensure close liaison with key stakeholders.
- Review payment requests and ensure payments are processed based upon grant agreement, payment schedules, and fund availability.
- Support project coordinators and Country Representative of portfolios assigned in budgeting and forecasting of grant related expenditures.
- Resolve operational and process issues related to grant management.
- Coordinate the process for operational and financial closure of grants and projects.
- Contribute to the coordination and follow up on audits of implementing partners.
- Support the project team to update and maintain grants and contracts tools that will ensure timely review and deadlines for report submissions.
Ukraine office finance
- Maintain transactions in the finance system.
- Prepare payments for approved expenses.
- Ensure compliance of financial administration with local laws and regulations, including taxation.
- Cash management, including disbursements and reconciliations.
- Banking management including account maintenance, signatories and reconciliations.
Budgeting, accounting, financial reporting and monitoring and control
- Support project teams to ensure budgets are prepared in accordance with established procedures and donor budgetary guidelines.
- Support project teams monitoring expenditure against budgets, commitments, delivery and funding.
- Undertake routine monitoring of financial exception reports for unusual activities, transactions, and investigate anomalies or unusual transactions.
- Support in the monitoring of Accounts Receivables and follow up with donor contributions.
- Reconcile portfolio expenditures and prepare various financial reports.
- Review partner payment requests for completeness prior to processing, ensuring that documentation needed is complete.
- Carry out timely corrective actions on unposted vouchers, including budget check errors, match exceptions, unapproved vouchers.
- Support in the planning of financial resources, continuous analysis and monitoring of financial progress.
- Maintain financial oversight on project activities in line with internal control procedures, financial and fiduciary guidelines and standards for all financial and related transactions.
- Coordinate with project team in the preparation and consolidation of cash-flow forecast.
- Contribute to the identification of projects risks.
- Support monitoring and advice to projects on the financial status including pending and approved budgets; contributions available for expenditure and contributions already expended.
Financial Capacity Assessment, Capacity Building & Knowledge Management and Documentation
- Support the project team to conduct Due Diligence Assessments (DDAs) of the Implementing Partners (IPs) and manage follow-up actions related to financial recommendations.
- Organize and support IP staff capacity development and training in financial management.
- Provide day-to-day help and guidance to the Implementing Partners (IPs).
- Monitor information related to contractual arrangements – audits, inventories, utilization and all such elements in the contracts and grants.
- Ensure that all required records related to the area of work are collected and maintained.
- Support the project team to maintain a database/archive of all financial grant related information and documentation of all Implementing Partners.
- Bachelor’s degree in administration, development studies, economics, project management, finance or an equivalent degree in related fields is required.
- Minimum of 4 years post bachelor’s degree of relevant experience at the national or international level with responsibility for project accounting, budgeting and financial reporting or related fields.
- Practical experience with INGOs, or UN agencies financial procedures in the areas of accounting, budget, reporting and other financial controls.
- Experience working with grants projects, including monitoring financial performance, reviewing financial reports and providing capacity building support to grantees, is highly desirable.
- Knowledgeable of Ukraine legal requirements on finance and administration, including local taxation.
- Previous experience with, and a good knowledge of the development and humanitarian sector/working with UN, Donors, NGOs is an advantage.
- Solid computer literacy including Microsoft Office and proficiency with ERP systems (Unit 4 is an advantage).
- Fluency in written and oral English and Ukrainian is required.
War Child is a young and dynamic organisation. We try to keep an informal ambiance within our office, with a lot of room for creativity, inspiration and self-initiative from employees. We practice what we preach: dynamic, innovative, integrity focused and a drive to reach the highest possible results against the lowest possible costs. War Child offers a challenging job in an inspiring workplace.
Based within the Ukraine.
Local contract with salary and secondary labour conditions based on the in-country salary scale, local T&C's will apply. Initially the contract will be via a consultancy agreement.
Weekly working hours of 40.
How to Apply
Interested and qualified candidates are invited to apply before 12 March 2023. Make sure to upload your English CV (maximum of two pages) and a short cover letter here:
Applications are considered and reviewed on a rolling basis.
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War Child is committed to humanitarian values, standards and norms and we expect the same from job applicants. War Child is especially committed to safeguarding the children and youth we support and doesn’t tolerate any form of abuse. Because we want to prevent and deter any actions that place children and youth at risk, conduct references are an important part of our recruitment procedure. As part of the selection process, War Child will request standardized references in accordance with the Inter-Agency Misconduct Disclosure Scheme and a recent Criminal Records statement.
War Child has a dream that every child lives in peace - no matter who or where they are. That’s why we pride ourselves on being an equal opportunity employer. We promote diversity and belonging in everything we do and select our potential new colleagues without regard to gender, race, colour, religion, nationality, disability, age or sexual orientation.
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If we appoint a suitable candidate before the given closing date, the vacancy will be removed from our websites. In this case, any responses received after removal will not be processed. Sometimes the closing date of a vacancy is extended. If so, and you have not yet heard from us, your application will remain active.