SayPro Finance & Administrative Coordination – Ukraine (National) Consulting Service

Description

SayPro SayPro

            Mission  In Ukraine, Geneva call is launching a multiyear program to answer to the current situation aiming in the short term to build knowledge among all parties involved in the conflict; and over the middle-long term to leverage policy development and enforcement of norms related to the protection of civilians and public infrastructure and negotiating humanitarian access. Overall, Geneva Call aims to develop humanitarian engagement with armed parties and communities as a mean to create space for dialogue on the protection of civilians. Geneva Call works in the whole territory of Ukraine. Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity   Role  Ensure the efficient management of finance and support services for Geneva Call, including Logistics, Finance, Human Resources and Administration. Provide strategic oversight of the support services departments across the Geneva Call programme in Yemen, ensuring that best practice is being implemented. Lead the support services departments on system/process innovation and standardization to ensure transparency, accountability and a robust system of internal control. Review performance of support services departments against Geneva Call policy, including spot checks/internal audits of the various departments as necessary. Ensure good communication and coordination between support and technical teams, ensuring administrative systems and procedures effectively support operations.  Support the Country Director to ensure that Geneva Call meets all in-country legal requirements including in country registration/accreditation** Core responsibilities  Finance  Support the CD and Country Programme in the formulation, implementation and monitoring of annual business/project plans, budgets and forecasts.  Produce monthly Budget v Actual reports and present these to GC country management, highlighting potential issues with current projects and propose mitigating strategies.  Identify and report on financial trends, working collaboratively with the country management to produce options/scenarios/corrective action plans that ensure ongoing financial stability for the Country Programme.  Produce donor format budgets and budget narratives, as well as donor financial reports for review and submission.  Ensure compliance with Geneva Call and Donor policies. Create, maintain and implement a cost allocation system, ensuring that direct and indirect costs are allocated appropriately.  Provide financial management oversight and support, developing the capacity and career development of National staff, ensuing financial consistency and quality.  Oversee all Financial Accounting matters, including maintenance of the general ledger, balance sheet, receipts, payments and payroll requirements.  Oversee the cash flow requirements of the programme, liaising with Geneva Call HQ to facilitate cash transfers.  Manage the effects of exchange rate fluctuations between local and contract currencies, highlighting upcoming issues early and identifying mitigating strategies.  Oversee the financial management of partner delivery contracts.  Lead on audit matters.  Manage and review the monthly accounts closing process for the programme, ensuring HQ deadlines are met  Setting up a Financial reporting and contract management systems.  Human Resources  Provide HR Management support to the country management to ensure a strategic approach to HR issues, promoting good management practice, and strengthening HR capacity throughout the programme.  Develop, monitor and review national staff HR framework to ensure legal compliance and best practice within the country programme.  Develop management capacity and understanding of HR and people management issues to ensure sustainable HR frameworks, improve employee relations and enhance job performance and productivity.  Manage and review the monthly leave tracking and payroll reporting cycle for national staff to ensure that any issues are flagged and followed up on a timely basis, and payroll deadlines are met.  In conjunction with the HRO, manage the nominal roll and staff database review process to ensure that any changes are updated on a timely basis.  Ensure monthly reporting mechanisms for national staff HR and circulated as relevant including recruitment, leave and operational staffing gaps. Logisitics & Applied Security  Ensure that all procurement and logistics activity is carried out in line with policies and procedures, donor requirements and INGO best practice, maintaining appropriate controls and accountability, ensuring best value for GC.  Provide technical logistics and procurement expertise to the programme senior management to guide the development of budgets, proposals and operational plans, ensuring that new projects are appropriately resourced and costed.  Develop and update programme procurement plans to ensure timely procurement and a smooth supply chain to enable the efficient running of operations.  Manage the end-to-end procurement process, in line with GC and donor procurement procedures, ensuring control of the supply chain, and that value for money is achieved.  Oversee the selection and appointment of suppliers in line with procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit for purpose supply agreements.  Ensure all safety and security communications, transports, and housing material and equipment is available and properly functioning.  Administration  Ensure a proper filing system of both HR contracts, accountancy and premises & services contracts.  Elaborate and update a contract management table. Management  Develop and manage a team of resources in HR, Fin, Admin and Log departments ensuring efficient support systems and procedures to the programs.  General Compliance  Work within the framework of Geneva Call’s core values, promoting its ethos and mission statement.  Work towards achieving programme and/or department business plan objectives.  Ensure familiarity with and adhere to all Geneva Call policies and procedures.  Undertake and apply learning from appropriate training and development programmes.  Undertake role in developing countries and areas in conflict where standards of living may be basic.  Undertake the role in a manner appropriate to the cultural context and within the local legal framework.  Understand and uphold the standards outlined in Geneva Call’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with Geneva Call’s work and reporting concerns if they do arise. Main qualifications  Education and   Bachelor degree in Finance/Accounting or qualified Accountant; Minimum 5-8 years of working  in International Aid and development with a Humanitarian Agency in a developing country;  Experience of developing, implementing and using logistics and administrative systems and procedures;  Development of new business proposal budgets in competitive environments;  Experience of overseeing complex financial planning, monitoring, forecasting and reporting in an overseas environment;  Excellent people management  with  ability to lead and manage national staff.  Technical skills  Effective financial management skills including complex financial scenario planning;  Project and Programme costing;  Good understanding of financial risk management approaches;  Production of high quality financial reporting and analysis.  Languages  English (C1-C2). Ukrainian / Russian (B2-C1). Personal skills  Demonstrated ability to thrive in a matrix management environment. Developed interpersonal and communication skills including influencing, negotiation and coaching;  Strong communications skills (both written and verbal) at a level appropriate for high level external representation and ability to tailor communications to different audiences;  Interpersonal skills with  of negotiation with weapon bearers and other stakeholders;  Entrepreneurial mindset;  Willingness and ability to travel at short notice.  Performance management  The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management p. The following documents will be used for performance reviews:   The Job Description The individual Work- and Professional Development Plan The Competency Framework Conflict of interest  Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process.   Conditions  Position : Finance & Administrative Coordinator Type of Contract: Fixed term contract, National position Activity rate: 100% Work place: Kyiv, Ukraine (subject to change according to context) Preferred start date: June 1st, 2022                          How to apply       To apply please follow the link:    No later than May 15th, 2022.  All applications will be kept confidential. Please note only shortlisted candidate will be contacted for further process.