Координаторка\р бюджетної та фінансової звітності (посада відкрита виключно для громадян України)
Location: Based in Kyiv with possible travels to Lviv, Dnipro & Odesa
Reporting line manager: Budget and Finance Reporting Manager
Duration: 12 months renewable
Conditions:
- Employment contract, gross monthly salary starting from EUR 2857, depending on proven relevant experience for the post,
- Risk Allowance EUR200 (Kyiv based)
- Moving allowance to Kyiv: EUR 600 lump sum (one time), applicable for people recruited from outside the base.
- Annual leave of 28 days per calendar year.
- Medical insurance and PSS support
Starting date: November 2024
CARE INTERNATIONAL
CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development confederations. Drawing on more than 75 years of experience, through its 21 Members, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice.
CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls, and the areas of gender equality, diversity, and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. We recognize that power relations between people and within systems and structures are unequal and that these are entrenched in our broader systems, structures, and institutions.
At the core of the CI Confederation is a globally distributed Secretariat, which provides coordination and support to its Members in areas including governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. In addition, the Secretariat represents the CI Confederation at the United Nations and the European Union, and with other external stakeholders.
Context in Ukraine
On 24th February 2022, Russia’s invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas controlled by Russian forces as well as cities under siege. Aerial attacks on military installations and critical civilian infrastructures are conducted in the whole territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with 6.24 million displaced within Ukraine and 7.68 million refugees having fled to neighboring countries. By October 26, OCHA had counted 17.7 million people in need of humanitarian assistance.
Amid the upcoming winter, which is anticipated to be the worst in decades, at least one-third of the country’s energy infrastructure is damaged, leaving millions without heating and access to water. In October, the Russian Federation claimed to have annexed four Ukrainian oblasts, further increasing the challenge of access to these areas. Therefore, in addition to preparing the population for the approaching winter, an ongoing priority for the international humanitarian response is to secure access to recently liberated and recaptured areas in the East and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine.
CARE UKRAINE
As a new actor in Ukraine, CARE prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs, local authorities, and when needed, INGOs with a longstanding presence in the country and access to hard-to-reach areas. CARE Ukraine deliberately and strategically prioritizes partnerships with local and national Women Led and Women Rights organizations (WLO’s/ WRO’s), further strengthening the Gender in Emergencies (GiE) principle and the Women Lead in Emergencies (WLiE) approach.
In the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE’s resources is dedicated to strengthening and supporting the capacities of local partners.
As of November 2022, CARE Ukraine has established partnerships with twelve local/national organizations (incl. four WLO’s/WRO’s) and five international NGOs. From the more than 28 million that have been raised for Ukraine thus far, more than half is allocated to local/national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach 550,030 people, including IDPs and affected populations in hard-to-reach areas.
While CARE Ukraine’s office is currently located in Lviv, we are continuously working on strategically expanding CARE’s presence and reach with plans to open an office in Kyiv as well as field offices in Dnipro and Odessa, covering both the East and South of the country.
Role Objectives
The purpose of the Budget and Finance Reporting Coordinator role is to assist the Budget and Finance Reporting Manager in the preparation and analysis of budgetary and financial reports, including the annual master budget and the preparation and submission of grant budgets. The coordinator will collaborate with various departments to ensure accurate financial tracking, reporting, and compliance with both organizational and donor requirements.
To achieve this, the coordinator will work closely with program, grants and finance/accounting teams, HQ, as well as Area Offices, to ensure accurate accounting of all funds and effective management of program and donor budgets
Responsibilities:
- Assist Budget and reporting Manager in supporting Business Development team with new proposals development.
- Review partner financial proposals and update program and support department costs for Area Offices in accordance with donor regulations, agreement guidelines, CARE HQ budgeting guidelines, and CARE Ukraine Master budget requirements.
- Coordinate with the Grants Managers and Area Offices to update monthly and quarterly forecasts for all current projects.
- Periodically update the Country Office’s Master budget when new grants come on line and when grants close highlighting any potential funding gaps to the Budget Manager and Country Office’s (COs) management. This will also include the Area Offices master budget.
- Support Budget and Reporting Manager in drafting donor reports and budget revisions when necessary.
- Prepare Donor Approved Budgets (DAB) forms for new grants, the award set-up forms, complete the workflow process, and submit them to SSC for uploading into PeopleSoft.
- Prepare Project Initiation Documents (PIDs) and Activity Identification Documents (AIDs) setup files for newly approved projects and submit them to SSC following Budget Manager authorization.
- Regularly extract budget uploads from PeopleSoft to verify and confirm that all CO’s/Donor’s budgets are uploaded correctly.
- In coordination with the accounting/finance team, share the uploaded budget details, including Fund Codes, PIDs, and Activity IDs, with the program and grants teams to ensure accurate coding of all expenses to the appropriate charging codes for each grant.
- Maintain project and donor database information and files in both hard and digital formats.
- Prepare the quarterly Management and Activities Report for Country Offices (MARCO) and share the report with the Budget Manager and the CO’s management.
- Extract financial reports from PeopleSoft for each grant on a monthly basis, prepare budget versus actual (BvA) reports, and provide the necessary reports to the Budget Manager by the 20th of each following month for final review and authorization.
- Meet regularly with project and grants managers to review monthly donor financial reports, including burn rates, over/under expenditures, cost/no-cost extensions, etc.
- Prepare periodic reports for donors, HQ, and CI members as required.
- Prepare quarterly reconciliation reports comparing costs entered in PeopleSoft accounting system, and actual expenses by the end of the month following the quarter.
- Ensure compliance with all donor requirements as per signed contracts when reviewing expenses, preparing financial reports and timely submission of the donor financial statements.
Safety and Security:
- Ensure compliance to CARE Ukraine Safety & Security Policy and Procedures and Standard Operating Procedures as guided by the Safety & Security Manager both in the office and when in the field.
- Attend necessary Mandatory Safety & Security Induction on the first week of arrival and attend the Safety & Security Training as registered by the Security Team.
- Responsible for personal health, safety and security while working with CARE Ukraine.
- Immediately inform Safety & Security Manager/Deputy or Area Safety & Security Coordinator when in field in case incidents related to health/safety/security takes place
The Budget & Finance Reporting Coordinator may be required to support the other departments in the finance unit as required. Job’s requirements are evolutive. The position holder may be asked to undertake new tasks as decided by the line manager.
Position Requirements:
Mandatory criteria for longlisting:
- A bachelor’s degree in accounting, finance, development finance, or related field is a distinct advantage. Master’s degree and/or accounting designation preferred.
- At least 3-4 years of experience in Finance, Accounting & Budgeting in national and international INGOs,
- Experience working in humanitarian sector minimum 2 years,
- Proven experience in managing budgets and working with reports.
- Advanced skills in Microsoft Office applications and working knowledge of Peoplesoft Accounting Software.
Expected
- Excellent interpersonal, communication and listening skills,
- Ability to take on a significant workload and work under pressure,
- Willingness to travel occasionally to the field location (Dnipro & Odessa)
- Proven experience in working with national partners, local/government authorities
- Adaptability, cultural awareness and ability to work with various nationalities and cultural pattern
- Skills in capacity building of national team.
- Fluency in English both in writing and speaking.
- Proven leadership skills and a competence in people management
- Competence in providing technical guidance and training
- Proven analytical and critical thinking skills
- Ability to take on a significant workload and work under pressure,
- Excellent interpersonal skills, ability to work on one’s own and complete tasks and produce high quality output.
- Proactive in problem solving, initiating actions and making operational decisions.
Accountability within CARE:
A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:
- Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behavior protocols.
- Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
- Report any concerns about inappropriate behaviour of a CARE staff or partner.
Safeguarding:
Children and vulnerable adults who come into contact with CARE as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.
Gender equality:
CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.
How to Apply:
CARE values equal opportunities and diversity. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status or disability.
Please send your CV (in pdf format max. 4 pages) and a cover letter in English to [email protected], no later than 20th of September 2024. Please name your documents Surname_CV, Surname_Cover Letter. Put Budget & Finance Reporting Coordinator as the subject title of your email.
Please note that only shortlisted candidates will be contacted. References will only be contacted after the interview.
Please pay attention – this position is open only for national candidates.
