Compliance Coordinator
Base: Kyiv
Line Manager: Deputy CD for Systems and Operations
Starting date: March-April 2025
Contract duration: 12 months (4 months' probation period is included) with the possibility of extension
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.
Main duties and responsibilities:
- Ensures inspection and accuracy, completeness, feasibility and reasonableness of PIN CP contract templates, including customised supplier templates;
- Provides training to staff regarding their use;
- Ensures registration of expatriates in the State Migration Service of Ukraine/ Ukraine Administrative Service Centres.
3. Registration of ITA projects
- Ensures that ITAs are registered for tax-free arrangements for international technical assistance projects;
- Determines the legal framework and risks associated with the development of programmes and the implementation of new beneficiary assistance schemes.
4. Coordination of donor audits and assessments
- Ensures the CP preparedness to host audits, coordinates relevant inputs by the Branch departments and their submission to the HQ/auditors, etc.;
- Coordinates project audits and acts as a focal point of contact with the HQ for the preparation;
- Monitors compliance with electronic and physical archiving/filing rules across PIN offices to the extent possible, and flag cases of missing or incomplete information.
5. Participation in the Branch procurement
- Supervises timely anti-terrorist verification of PIN suppliers and partners through special Ukrainian websites in accordance with the PIN verification procedure;
- Participates in procurement tenders and serves as a member of the tender committee.
6. Support of partner organisations from the compliance side
- Ensures the participation of the Compliance Department in the assessment of partner organisations for involvement in project implementation and grantees at the request of the Partnership Department;
- Conducts trainings and participates in consultation meetings with partner organisations to explain donor requirements and recommended organisational policies.
7. Department management
- Prepares an annual work plan for the Compliance Department with goals and objectives, conducts quarterly monitoring of achievements and corrective actions, reports on the results to the supervisor;
- Actively participates in meetings of operational managers;
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 a 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.
Link to the vacancy: https://robota.ua/company0/vacancy10436305
Line Manager: Deputy CD for Systems and Operations
Starting date: March-April 2025
Contract duration: 12 months (4 months' probation period is included) with the possibility of extension
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:
Compliance Manager, under the overall supervision of the line manager, Deputy CD for Systems and Operations, ensures the management of the Compliance unit and cooperates with the HQ Compliance and LED HQ.Main duties and responsibilities:
- Compliance with donor requirements and legislation
- Before starting a new project, he carefully reviews contracts with donors and analyzes compliance with donor requirements and Ukrainian legislation;
- Actively takes part in the first project implementation meetings and ensures presentation of compliance with donor requirements and legislation;
- Identifies and reports on compliance issues. Formulates risks related to compliance with the requirements of Ukrainian legislation and donors;
- Ensures regular monitoring of changes in Ukrainian legislation, provides risk analysis, and proposes corrective measures to protect program goals and organisational interests;
- Ensures regular analysis and control of tax obligations of the Branch and provides recommendations on taxation of grants, financial assistance to programme departments, partners, and ensures compliance with Ukrainian legislation.
- Contract work, consulting, powers of attorney, legalisation of foreigners
- Ensures inspection and accuracy, completeness, feasibility and reasonableness of PIN CP contract templates, including customised supplier templates;
- Provides training to staff regarding their use;
- Ensures registration of expatriates in the State Migration Service of Ukraine/ Ukraine Administrative Service Centres.
3. Registration of ITA projects
- Ensures that ITAs are registered for tax-free arrangements for international technical assistance projects;
- Determines the legal framework and risks associated with the development of programmes and the implementation of new beneficiary assistance schemes.
4. Coordination of donor audits and assessments
- Ensures the CP preparedness to host audits, coordinates relevant inputs by the Branch departments and their submission to the HQ/auditors, etc.;
- Coordinates project audits and acts as a focal point of contact with the HQ for the preparation;
- Monitors compliance with electronic and physical archiving/filing rules across PIN offices to the extent possible, and flag cases of missing or incomplete information.
5. Participation in the Branch procurement
- Supervises timely anti-terrorist verification of PIN suppliers and partners through special Ukrainian websites in accordance with the PIN verification procedure;
- Participates in procurement tenders and serves as a member of the tender committee.
6. Support of partner organisations from the compliance side
- Ensures the participation of the Compliance Department in the assessment of partner organisations for involvement in project implementation and grantees at the request of the Partnership Department;
- Conducts trainings and participates in consultation meetings with partner organisations to explain donor requirements and recommended organisational policies.
7. Department management
- Prepares an annual work plan for the Compliance Department with goals and objectives, conducts quarterly monitoring of achievements and corrective actions, reports on the results to the supervisor;
- Actively participates in meetings of operational managers;
- - Manages the compliance team in accordance with the tasks and functional responsibilities, changes to which must be agreed with the supervisor.
Preferred Skills/Experience:
- Master’s degree or higher educational background in a relevant field such as Ukrainian Law, Economics, document administration, or a similar degree. Certification in the humanitarian sphere is a benefit;
- At least 3 years of related professional experience in legislative issues solving or/and audits conducting;
- At least 3 years in people management;
- Work experience in projects from the different donors in INGO/NGO sphere/ passing their audits are preferable and will be the benefit;
- Proficiency in English and Ukrainian;
- Solid knowledge of Ukrainian legislation and experience working in compliance sphere;
- Strong organizational, critical analysis and problemsolving skills;
- Good experience in communicating with Ukraine authorities, Ministries and other institutions;
- Ability to work under tight deadlines, do multitasking:
- Excellent communication skills tailored to humanitarian principles, soft skills;
- Active team player with strong interpersonal skills, сooperation skills and result orientation;
- Willingness to learn and develop professionally;
- Good time management and stress resilience.
PIN OFFERS:
- Competitive salary as per PIN Salary Scale: 2 457 USD GROSS (+5% after probation period);
- 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.
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 a 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.
Link to the vacancy: https://robota.ua/company0/vacancy10436305