Finance and Reporting Coordinator (Ukrainian Nationals only)

Job Title: Finance and Reporting coordinator (Ukrainian Nationals only)

Department: Operations

Division: Finance

Duty Station: Odesa (with occasional travel to field offices in areas of implementation)

Line Manager: Finance Manager

Line Management Responsibility: None

Position Type: Full-time

ABOUT US

Nonviolent Peaceforce (NP) reimagines security and civilian protection in areas most impacted by conflict by working alongside communities to interrupt and prevent violence. NP is a global civil society organization that works with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP) and by helping to transform the world’s response to conflict situations. Programming is founded on unarmed civilian protection and is thematically focused on protection in displacement, child protection, gender-based violence protection and inter-communal violence reduction, social cohesion, and civic engagement.

NP first established a presence in Ukraine in 2014/2015 working on peacebuilding and conflict mediation. NP has had a sustained presence in Ukraine since April 2022. NP occupies a unique space in the protection response in Ukraine; simultaneously providing direct protection to at-risk civilians and providing hands-on support to front-line volunteer collectives to directly contribute to the sustainability and safety of their actions.

JOB PURPOSE

The Finance and Reporting Coordinator (FRC) will provide financial management and oversight related to the consortium HAVEN focused on supporting frontline volunteer groups, promoting International Humanitarian Law and norms, and facilitating an effective humanitarian response in Ukraine, funded by FCDO and for which NP is the consortium lead. The position is responsible for the day-to-day financial management and accounting of NP consortium-related transactions and administration as well as liaison and coordination with consortium partners and the donor on finance related matters.The Finance and Reporting Coordinator (FRC) will be also responsible for management the full financial lifecycle of sub-grants by reviewing and approving financial reports and supporting documentation for donor and organizational compliance, overseeing partner budgeting and Budget vs. Actuals (BvA) management, developing financial policies and guidance, strengthening partner capacity through training and mentoring, ensuring compliance with partnership and donor requirements, and coordinating timely funding and financial communication to support uninterrupted programme delivery. FCDO consortium with close collaboration and under supervision of Consortium Manager.

Financial Management

• Implement and manage financial systems and procedures in compliance with donor requirements and organizational policies.
• Ensure the timely and accurate preparation of financial reports for donors and NP in-country management.
• Monitor expenditures and cash flow and ensure that expenditures are within the approved budget.
• Reviewing actual financial performance against the budget and investigating variances on a regular basis, alerting concerned partners of any identified risk of over or under spending.
• Conducted enhanced training and capacity building of the finance team and non-finance staff as required.

Grant Management

• Provide guidance and support to Consortium Partners related to financial management and reporting.
• Close communication with the donor on templates, policies and regulations, with ability to represent the Consortium and conduct negotiations, if needed, together with the Consortium Manager and the NP senior management team.
• Review financial reports and ensure that they are in compliance with donor regulations and organizational policies.
• Monitor grant expenditure (for both NP and Partners) and ensure that they are within the approved budget.
• Identify, synthesise and disseminate best practices and lessons learned in partnership-building.
• Preparation of quarterly financial reports. Ensuring that data reflected in project financial reports is reconciled with data in the finance system. Consolidation of reports from consortium partners. Ensuring accurate financial reporting, regulatory compliance, and alignment with donor requirements.
• Preparation of the forecasts and calculating funding needs for all Consortium Partners. Follow-up payments from donor and financial project close-out (contract liquidation).
• Participation in budget proposals preparation, consolidation of proposals, ensuring their corresponding to narrative reports, preparation of the finance related templates to budget and consortium agreements.

Compliance and Audit

• Ensure compliance with all relevant regulatory requirements.
• Ensure that all financial transactions are properly documented and recorded.
• Serving as the focal point for project specific external audits and follow up on audit recommendations. Managing external audit including organizing of tender process. Ensuring all consortium required documentation for financial audits is in place.

Accounting

• Maintain financial records and monitoring systems; record and reconcile expenditures, balances, payments, and other day-to-day transactions.
• Project closure procedures, month end and year-end closure procedures, balance reconciliation.

Partnership management

• Review and approve subgrant financial reports, ensure that all supporting documents meet NP and donor compliance standards. Liaise with sub-grantees and subcontractors to manage all relevant budget and financial management components within the scope of the grant.
• Improving sub-grantees capacity and development through providing regular trainings, learning sessions, guidance, mentoring as need. Building the financial expertise and capacities of staff and partner organisations.
• Creating internal guidance and policies for sub-grantees and partners.
• Support partners in implementing and managing Budget vs Actuals (BvA) system or equivalent.
• Ensuring partner management complies with the donor rules and internal policies (selection, capacity building, reporting, monitoring and verifications etc.). Review their financial reports and supporting documents to ensure compliance with the partnership agreement, donor regulations, and internal polices, and provide feedback to the partner as appropriate.
• Work collaboratively with partners to ensure the timely provision of funding to them in accordance with the partnership agreement to ensure programme continuity through clear communication with the partner and efficient resolution where, for whatever reason, this is not possible.

QUALIFICATIONS AND COMPETENCIES

Education, Knowledge and Experience

• University degree in business or public administration, finance, accounting, CPA or related area.
• Commitment to the humanitarian principles (humanity, neutrality, impartiality and independence) and the work of Nonviolent Peaceforce.
• A minimum of three years of progressively responsible experience in administration, finance, accounting, or other related area is required.
• Experience in finance with a humanitarian non-governmental organisation.
• Experience interpreting and applying accounting standards and procedures, applicable country rules and regulations, and grants management.
• Field experience in emergency situations is required.
• Experience working in multi-cultural environment.
• QuickBooks experience an advantage.

Independent Judgment/Analytical

• Ability to manage information with discretion Ability to set priorities, solve problems and analyse data.
• Demonstrated ability to effectively process and consolidate information and documentation from multiple locations.

Interpersonal

• Flexible, energetic and adaptable.
• Ability to work in a multi-cultural environment.
• Proven ability to build relationships.

Languages

• Fluency in Ukrainian/Russian.
• Strong command of English with the ability to interact confidently with and present detailed financial information effectively to colleagues, partners and the donor verbally and in writing.

Financial Management

• Proficiency with the Microsoft Office suite and accounting software; QuickBooks.
• Attention to detail.
• Skills in budgeting and budgetary control.

Other Specialised Requirements

• Ukraine is a complex security environment, and the evolution of the war is completely unpredictable.