Finance and Administrative Coordinator for Programmes
Place of work: Kyiv
Start date: February – March 2024
Duration of the contract: 12 months (4 months' probation period included)
Working closely with the line manager (Programme Implementation Director) and Deputy Programme Implementation Director, Finance and Administrative Coordinator supports the areas teams in joint regular activities (financial planning and spending analysis (budget versus actual (BVA)), audit preparation, conducts spot-checks, supports with documents storage, etc. and with urgent tasks with limited time to complete them.
External relations
In order to monitor the financial status of the current projects, cooperates with Senior Area Managers (SAM), Area Managers, other budget holders and relevant team members to receive information necessary for forecasting costs, including distribution of costs between projects and area offices, and spending analysis. Works closely with Programme Administrators and other relevant staff to ensure that all programme documents are archived on time and in a proper database (ELO) and ensures that document maintenance policies and procedures are followed.
You can apply for the vacancies
Start date: February – March 2024
Duration of the contract: 12 months (4 months' probation period included)
About PIN Ukraine
People in Need (PIN) has been active in Ukraine since early August 2014. Currently, PIN is one of the major humanitarian actors in Ukraine responding to the recent military escalation, providing humanitarian aid to conflict-affected people across Ukraine. Since 2014, PIN has implemented emergency food and cash assistance, NFI, shelter, protection, livelihoods, and WASH interventions supporting 3 million vulnerable IDPs, returnees, and host communities in urban and rural areas. Since the escalation in February 2022, PIN has scaled up its response from working in 2 Oblasts to working in 23 of the 24 Oblasts in Ukraine, increasing its number of partners, staff, offices, and budgets.General information about the role of the person
Under the overall supervision of the Programme Implementation Director, Finance and Administrative Coordinator provides support to the Programme team.Description of general responsibilities
Internal relationsWorking closely with the line manager (Programme Implementation Director) and Deputy Programme Implementation Director, Finance and Administrative Coordinator supports the areas teams in joint regular activities (financial planning and spending analysis (budget versus actual (BVA)), audit preparation, conducts spot-checks, supports with documents storage, etc. and with urgent tasks with limited time to complete them.
External relations
In order to monitor the financial status of the current projects, cooperates with Senior Area Managers (SAM), Area Managers, other budget holders and relevant team members to receive information necessary for forecasting costs, including distribution of costs between projects and area offices, and spending analysis. Works closely with Programme Administrators and other relevant staff to ensure that all programme documents are archived on time and in a proper database (ELO) and ensures that document maintenance policies and procedures are followed.
Specific duties and responsibilities
- From programme side, in collaboration with area teams on the bi-monthly basis prepares financial forecast for ongoing projects; to do so, receives and consolidates information about planned spending from the Area Managers, other budget holders (programme staff);
- Provides the forecast to the line manager for the confirmation to be presented on monthly finance meeting;
- Supports area teams to develop financial planning in line with the work plans.
- Conducts regular (once per month or as needed) analysis of planned expenses versus actual spending (BVA analysis). Identifies significant deviations and expenses not in line with donor rules and raised these to the line manager in order to improve proper planning and expenditure by budget holders; supports area teams with devising mitigation measures as needed;
- Supports the line manager with the overall overview of the financial situation of the project(s) upon request;
- On a daily basis is tracking costs in the system (Navision) related to the activities with joint procurement, maintains the program work table and provides analytical financial data to the line manager once per week (or upon request);
- Works closely with Senior Stock Administrator and Programme Administrator to keep track of stock balance in PIN warehouses and supports area managers with developing monthly distribution plans;
- Takes part in drafting new budgets or budget realignments - both numerical and narrative, provides support to the line manager with receiving data from relevant programme staff about costs related to programme activities;
- Supports with drafting narrative parts of proposals;
- Assists the line manager in the process of preparing documents for audits, donor checks, etc.
Archiving programme documents in ELO/storage of hard copies
- In accordance with the organizational policy, coordinates the transfer of programme documentation on a monthly basis or as necessary;
- Coordinates with Programme Administrators and Area Managers to ensure that ELO project folders contain up-to-date and complete documentation;
- Two months before project closure, undertake an audit to ensure that all documentation is archived in ELO and check with mission archivist to ensure that all hard copies are properly handed over;
- Works closely with the compliance unit regarding the archiving rules and provides training on the archiving to the programme staff as needed;
- Performs other tasks assigned by the line manager within her/his competencies.
Suitable candidates for this position should possess
- A minimum of a BA in Finance, Economics;
- At least 3 years in NGO;
- Previous working experience in finance;
- Previous working experience in the humanitarian sector is considered a strong asset;
- Knowledge in budgeting, budget analysis and reporting;
- Proficient user of Excel;
- Highly organized, responsible, attentive to details;
- Ability to prioritize and handle multiple tasks under tight deadlines;
- Good communication skills and soft skills;
- Collaborative, team-oriented;
- Excellent communication skills, including good spoken and written English;
- Previous experience working with key institutional donors (e.g., ECHO, EU, BHA, FCDO) is considered a strong asset.
PIN OFFERS
- Starting salary as per PIN salary scale 1 813 - 2 003 USD GROSS (depending on qualifications) on probation period (5% increase after probation);
- Meaningful and positive working environment in a well-established and growing international humanitarian organization with career development opportunities;
- Reimbursement of travel expenses between offices and areas of intervention;
- Professional development opportunities through various capacity building events, such as trainings;
- 28 days of annual leave + 3 New Year bonus leave.
Health insurance Application procedure
Please send clearly marked CV and Motivation letter in English. Please note only the shortlisted candidates will be contacted. Written test and interviews will be conducted on rolling basis and the vacancy will be closed when filled. Please note that PIN does not charge a fee at any stage of its recruitment process.You can apply for the vacancies