Head of Administration & Finance Department/ Deputy Country Director in Help – Hilfe zur Selbsthilfe Ukraine

Help— Hilfe zur Selbsthilfe: Weare anon-profit, independent organization that was founded during the war inAfghanistan in1981 and isnow active worldwide in26 countries. Help provides rapid assistance inthe event ofdisasters, sustainable reconstruction, and long-term development assistance for and with people inneed, especially inAfrica, Asia, and Europe. Help iscurrently providing emergency aid for victims inUkraine and for Ukrainian refugees inMoldova. Along with its strong local partner organizations, itisactive insixteen 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 visitsReporting to: Country Director (CD) Ukraine Deputy tothe Country Director during absences such as holidays, travel, illness, etc.Working hours: 40 hours per weekDuration: 1 year with apossibility ofextensionOverall Job PurposeThe position ispart ofthe senior leadership team and provides close support and finance management inaccordance with the HELP’s policy and strategies inUkraine. The position has overall responsibility for all financial, administrative, and procurement processes incompliance with the HELP’s policies & procedures, compliance with donor guidelines and regulations, providing support ongrants management aswell asinternal and external reporting onsuch aspects.The Head ofthe Administration and Finance Department supervises national staff inhis department and works closely with the various program teams onall matters related toprocurement, finance, and budgeting while ensuring exact financial controlling.Key ResponsibilitiesFinancial ManagementAssist theCD with the proper implementation ofHELP’s finance systems toensure that timely and accurate financial reporting issent totheHQ asrequired aswell astooversee adequate cash flow and regular follow uponbudget planning and expenditures.Oversee and ensure that accounting systems are maintained toprovide 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 ofHelp, financial regulations and the accounting and cost control mechanisms ofWINPACCS, are understood and fully adhered to.Supervise timely preparation ofall mandatory monthly/quarterly and yearly accounts, including the monthly finance and management reports for theCD andHQ.Incollaboration with theCD andHQ PA, bethe lead for ensuring the financial, HRand Administration integrity ofthe program.Ensure good quality finance and administration systems (asper the standard HELP’s guidelines) are set upand functioning atthe program level.Communicate with different departments (program, logistics, field offices.) and offices tooversee that each submits monthly budget forecasts.Based onin-country cash available and planned expenditure, and inconsultations with CD, timely send approved monthly Fund Requests toHQ.With support byFinance/Procurement Managers and Officers, prepare monthly/quarterly paper and electronic (via WINPACCS) reports onexpenditures against the project budget (s) and timely send these together with copies ofall hardcopy receipts and other expenditure-related paperwork toHQ.Prepare various monthly payrolls, verified byCD and send electronic aswell aspaper versions toHQ.Assist and provide on-going inductions toall relevant staff onthe financial procedures and ensure that the country team istrained and respects finance and administration guidelines.Oversee all in-country payments tocontract partners, vendors, and colleagues, aswell asreimbursement ofapproved expenses.Maintain all HELP bank accounts in-country and set upnew accounts according toprogramme needs incollaboration withCD.Ensure legible monthly bank statements are obtained and submitted with monthly/quarterly financial documentation for audit.Oversee the implementation ofprocurement plan aligned with ongoing and planed projects.Supervise Financial and Procurement Departments.Ensure alignment and adherence ofthe operation with local laws and legislature byinvolving legal professionals.AdministrationOversee with theCD that standard Help administrative procedures and policies are adhered toand used for regular administrative matters including provision oflegal documents asrequested byrelevant official authorities.Follow uponall rental agreements, including the HELP office (s) and vehicles, etc. toensure timely renewal ofsuch agreements when necessary.Together with CD, jointly follow uponHELP’s legal requirements for registration and operations inthe countryProvide direct HR/finance/Admin support during field missions inareas considered with gaps.Travel within the program tomonitor compliance with policies and procedures, review operational support-related tasks, and work closely with field staff toenhance the operations aspect ofthe program.AssistCD toensure legal compliance with all local government taxation and labor regulations concerning employment contracts.Organizational Processes and CommunicationMaintain regular communication collaboration/support with Team Leads and PMs toenhance project delivery.Hold regular team meetings aswell asoperational support meetings for clarity and planning.Conduct short administrative/finance trainings for field teamsProvide information for external reports and/or donor proposals and inthe creation ofviable new proposals and budgets for future grants.Represent HELP atState/National level meetings with key stakeholdersRequired Qualifications & ExperienceAuniversity degree inafinance ormanagement-related field.Ukrainian national orholder ofaresidence permit inUkraine.Atleast 7 years experience inasimilar level/position focusing onFinancial Management with INGO/UN Agency orarelevant private entity such asabank orbranch ofaninternational enterprise inUkraine.Knowledge ofdonor reporting requirements, such asthe German Foreign Office, ECHO, UNagencies, 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/ orSAGE)Training, Coaching, and mentoring skills.Able towork inanunstable, rapidly changing, and insecure environment inanongoing conflict.Experience and knowledge ofUkraine context gained from the private sector would beofadvantage.Language skills: Ukrainian and English.