Finance Coordinator - Ukraine

Location: Kiev
Starting date: ASAP
Contract duration: 1 year
Country: Ukraine
Line Manager: Finance Manager

About PIN Ukraine:

PIN has been working in Ukraine since 2014, providing emergency relief and early recovery support to conflict-affected communities in GCA and NGCA. Due to the escalation of conflicts and military intervention in Ukraine, Programmes for conflict-affected communities will focus mainly on MPCA, Emergency Food Assistance, WASH, Shelter, Protection, among other pressing needs. PIN’s contribution to the Ukrainian humanitarian response is amongst the largest, with an annual turnover of over $40 million, engaging full-time staff members across Ukraine and cross-border response hubs in neighboring countries.

Position Summary:

The FPRC is a member of the country support team and under the supervision of the Finance and Compliance Manager (FPRC) for Ukraine CP, shares the responsibility for smoothly running cost forecasting process and coordinates with programme reporting also the target tables; support on cost allocation; ensures cash flow health of the CP; cooperates on audits; communicates with programme reporting teams and area managers and coordinates on the preparation of the reports for the donors.

Main Duties & Responsibilities:

Proposals and administration of grants:

Lead the development and execution of the HDN programming (Good Governance, Social Protection & Inclusion, Localisation and civil society development, Economic recovery, Durable solutions for IDPs) in line with PIN Ukraine’s programme strategic plans and Country Strategy. This responsibility includes in particular the possible following tasks:

• Supports FPRC in preparation of budget forecast tables and co-ordinates budget forecast meetings with relevant staff
• Support Programme reporting team maintaining the allocation activities table and coordinates with them the targets achievement
• Supports FPRC in analysis of donor’s compliance and financial conditions in new proposals calls and their compliance with PIN financial and administrative guidelines;
• Supports FPRC in preparation of budget inputs for newly designed projects;
• Under the supervision of the FPRC administrates the grants in the internal accounting system Navision;
• Supports FPRC in donor communication (queries about proposals, modification, reports), consolidates the inputs across the country program.

Forecasting and cost allocation

• Assists FPRC during monthly forecasting sessions – prepares and updates the project forecasting tools;
• Reviews the data for financial reporting, checks the consistency of allocation, communicates about discrepancies.

Capacity building

• Provision of training/induction on internal systems and tools to newly recruited staff;
• Provides trainings on forecasting tools, internal systems and various finance topics to finance and non-finance staff through strategic guidance and support to teams, contribute to future smooth transition towards longer-term early recovery and development programming.

Compliance and audit support

• Oversee and actively participate on the preparation of the supporting documentation, justifications and communicate with the country program team member during the audits;
• Support HoSO during the audits.

Other

• Supports regional offices in case of understaffing, unexpected workload as per needs and FPRC guidance;
• Supports country program and HQ team in specific tasks during high workload periods (project audit, yearly closures, statutory audit, reporting, budgeting), this will be assigned on ad hoc basis.

Security situation in Ukraine

Humanitarian workers continue to operate throughout Ukraine, despite the occasional shelling, which has intensified since 10 October 2022. However, PIN security SOPs require PIN staff to proceed to shelter each time during an air raid siren and remain there until the air raid siren is cancelled, which cumulatively can be several times a week for several hours a day. Air strikes have mostly targeted energy-related infrastructure, resulting in frequent power outages and occasionally water supply disruptions throughout Kyiv, affecting the living conditions of PIN staff in the city. However, most services such as medical care, shops, public transportation as well as restaurants or leisure facilities remain operational. The employee is expected to be able to travel to other PIN offices and other locations where PIN is conducting activities, however all travel must first be pre-approved by PIN security department. The employee must comply with all PIN security department SOPs and other relevant instructions. This position is an unaccompanied position and team members are expected to conduct themselves in a professional manner and respect local laws, customs and PIN's policies, procedures, and values at all times and in all in-country venues.

Main requirements:

• Experience in a finance position
• Experience with budgeting
• Technical-analytical thinking
• Advanced Excel skills
• Advanced level of English
• Knowledge of Russian/Ukrainian is an advantage
• Experience with project management is welcome
• Keen eye on details and passion for working with numbers
• Ability to communicate clearly with different groups of people and to respect different cultural background
• Ability to work independently and effectively
• Ability to deal with complex compliance agenda
• Knowledge of SAP, MS Dynamics Nav or other ERP is an advantage

What we offer:

• Work experience with professional and largest NGO in Central-Eastern Europe;
• Flexible and challenging working environment with room for personal growth;
• Starting salary defined by PIN salary scale (2150 - 2350 EUR super gross);
• Subsistence allowance 1350 EUR;
• Hardship allowance 400 EUR;
• Accommodation in PIN’s guesthouse/accommodation allowance;
• 25 days of paid leave annually;
• 3 sick days;
• Travel health insurance provided;
• Reimbursement of travel expenses with travel to the country of residence once per every 6 months of completed work;
• Reimbursement of costs of visas and vaccinations; assistance with visa application procedure;
• Free medical helpdesk and psychological consultation available online;
• Thorough online induction training (2 weeks);
• E-learning courses, webinars, training possibilities

How to apply:

Are you interested in this position? Send us your CV (no longer than 4 pages) and short cover letter via our application form. Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need staff are expected to perform job duties and responsibilities in accordance with People in Need Code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp).