Kyiv, Ukraine

Finance and Administration Manager

Responsibilities and Essential Functions:

Financial Reporting:

  • Prepare, analyze, and update monthly and annual financial plans and reports, ensuring compliance with organization's policies and GAAP.

  • Post all financial transactions daily or monthly in the internal accounting system to generate financial reports for Ukraine country office management and HQ.

  • Support HQ and Ukraine country staff by providing required financial reports and supporting documentation.

Budgeting:

  • Collaborate with program staff to develop budgets for project proposals and extensions.

  • Under the supervision of the country representative, prepare and update the annual and monthly budgets for Ukraine country operating plan (COP).

Cash Management:

  • Analyze the monthly cash flow status for non-program funds and prepare cash request forms for HQ submission.

  • Coordinate with program staff to analyze monthly project cash flow status and prepare cash request forms/invoices for HQ and/or donors.

  • Ensure timely cash transfers to implementing partners and contractors according to contract timelines.

  • Identify efficiencies without compromising operational objectives or quality to minimize losses from misappropriations, waste, and currency fluctuations.

Procurement:

  • Ensure Organization financed project tenders and procurements align with policies, donor, and local law requirements through collaboration with implementing partners.

  • Execute procurement and tenders at the Ukraine office following relevant regulations.

Compliance/Government Requirements:

  • Implement internal control procedures and systems following policies, donor requirements, and local laws.

  • Inform Ukraine staff about established policies and procedures.

  • Oversee preparation and submission of public documents, compliance reports, and monthly reports to tax agencies.

  • Conduct meetings with implementing partners and subrecipients to ensure compliance and support program implementation.

  • Provide documents and assistance to auditors and donor representatives during audits.

Administration of Documentation:

  • Create, organize, and maintain financial reports, project budgets, COP, cash request forms, and supporting documentation.

  • Ensure files are appropriately labeled, structured, and easily accessible.

  • Regularly update files with new information and documentation.

Employee Expectations:

  • Maintain familiarity with organization policies and procedures, encouraging staff compliance.

Minimally Required Knowledge, Skills, and Abilities:

  • Technical Knowledge: Proficiency in GAAP, budgeting, financial statement preparation, and cash flow management.

  • Regulatory Compliance: Understanding of international and local financial regulations, tax regulations, and reporting.

  • Software Applications: Advanced proficiency in Microsoft Office applications, databases, and Internet applications.

  • Languages: Advanced proficiency in Ukrainian and English.

  • Management and Supervision: Proven ability to lead, manage, and develop direct reports.

  • Organization, Planning, and Multi-tasking: Advanced organizational and planning skills, ability to prioritize and multitask effectively.

  • Donor Relations: Knowledge of key donor agencies and their procedures, guidelines, policies, and compliance requirements.

  • Self-Management and Teamwork: Ability to work independently or as part of a team, attention to detail, ability to manage stress effectively, and quick learning.

  • Matrix Management: Ability to thrive in a matrixed organization.

Minimally Required Education, Experience, and Training:

  • Bachelor's or equivalent degree in Finance, Economics, Accounting, or related field.

  • 5-10 years of professional experience in similar roles.

  • 3-5 years of experience with donor agencies, NGOs, and/or INGOs.