Project Finance Officer / Фінансовий/а спеціаліст/ка проекту

Location: Kyiv, Ukraine, with travels to partner offices and project locations in Ukraine, Poland, Romania, and Moldova
Period: 1 year

ABOUT DKH

Diakonie Katastrophenhilfe (DKH) is a German non-government organization that renders humanitarian aid in 31 countries across the world. DKH supports people who are affected by natural disasters, war, and displacement and who are not able to cope on their own in the emergency situation they find themselves in. The work is guided by the Humanitarian Principles and the Core Humanitarian Standards (CHS). DKH focuses on locally-led responses by working through a global network of partner organizations. Fostering localized humanitarian action and an equal partnership approach lies at the very core of our work.

As DKH is not directly implementing humanitarian projects in Ukraine, it is committed to equitable and long-term partnerships, which strengthen local partner organizations’ administrative and technical capacities.

DKH is part of the Evangelisches Werk für Diakonie und Entwicklung e.V. (EWDE), an umbrella organization with a nationwide established Social Service Agency, one of the biggest welfare institutions in Germany.

WORK CONTEXT

DKH is opening its representation in Ukraine to work with government agencies, national partner organizations, and the wider humanitarian community to provide emergency response and resilience-building initiatives across the country.

DKH is implementing humanitarian projects with selected civil society organizations in Ukraine. It is operating from its office in Kyiv.

Considering the elevated risks resulting from hostilities in certain regions of Ukraine and the volatile security situation in the country, staff must comply with all DKH safety/security and safeguarding policies and procedures.

PROJECT

Project name: “Integrated humanitarian response for conflict-affected Ukrainians and third-country nationals in Ukraine, Poland, Moldova, and Romania”

The objective of the proposed response is to ensure the safety, dignified living conditions, protection, and self-reliance of the most vulnerable persons affected by the war in Ukraine. To achieve the overall objective of the response, shelter and basic needs of target populations will be covered, protection and child protection concerns will be addressed (incl. GBV and MHPSS) and livelihood and social inclusion support will be provided. Additionally, both local service providers and NGO partners will be provided with technical support for capacity strengthening. Diakonie Katastrophenhilfe seeks to foster localized humanitarian action that builds on an equal partnership approach.

Under the coordination of Diakonie Katastrophenhilfe (DKH), who is the contractual partner of the donor (German Federal Foreign Office, abbreviated AA), the project is implemented by 6 local partners and one international partner – 2 local partners and one international partner in Ukraine, 2 local partners in Poland and 1 local partner each in Romania and Moldova. The overall project is coordinated, supported and supervised by Diakonie Katastrophenhilfe Ukraine. The DKH regional team supports the implementation of local partners in neighboring countries.

Donor of the Project is the German Federal Foreign Office (AA)

PURPOSE OF ASSIGNMENT

The Project Finance Officer will assist the Coordination structure of the regional project titled “Integrated humanitarian response for conflict-affected Ukrainians and third-country nationals in Ukraine, Poland, Moldova, and Romania” funded by the German Federal Foreign Office (AA) with Accounting, Financial Management, Monitoring, and Auditing.

As part of the project coordination structure embedded in the DKH Office in Kyiv, the Project Finance Officer will report to the Head of finance, work closely with Project coordinator and work closely with the DKH Finance Manager, as well as the Diakonie Katastrophenhilfe (DKH) regional team on finance and all donor compliance related issues of the above-mentioned project. The project initially runs from 01.07.2023 to 30.06.2024 with a high likelihood of extension. The position is project based.

JOB DESCRIPTION

Reporting: The Project Finance Officer is reporting to the Head of Finance

Responsibilities: The following tasks shall be fulfilled.

Financial Reporting and Budget Monitoring

Monitor the overall project budget of 9.8 million EUR and ensure that donor guidelines on spending are strictly adhered to (3 months spending deadline and yearly spending budget allocations).
Produce monthly-consolidated financial reports on the same by using the partners/country financial reports to generate a combined monthly budget/income vs actuals reports for the whole project in line with donor agreement and DKH policies.
Identify discrepancies between financial and program progress and advice Project Coordinator and DKH country focals accordingly.
Generate on a half-yearly basis interim financial reporting including the annexes
Generate final financial reporting including annexes based on partners’ reports for onward delivery to HO through the Project Coordinator and assist DKH Ukraine office on project-end process preparation.
Coordinate with country office structure and assist PC in facilitating and preparing for external audits.
Support partners and country offices/focals on the budget revision process, if needed.
Support partners and country offices/focals to produce monthly basis forecasts and financing plans for the following months.

Cash flow and treasury management

Coordinate liquidity planning for the whole project and generate periodic funds requests for submission to the Berlin Office based on fund requests of implementing parties received from partner organizations; follow up on the settlements of funds transferred.

Internal Controls & Compliance

Ensure quality control over financial transactions and financial reporting and compliance of implementing partners with donor regulations such as procurement guidelines and thresholds
Provide recommendations to the Project Coordinator to improve internal Financial, Administrative, or Management procedures in the project.
Initiate periodic spot checks in coordination with Project Coordinator, Regional Finance Controller, and country focal points to review and verify vouchers and supporting documents and to verify whether programmatic milestones and financial spending are compliant with donor requirements.
Field travel to the project areas periodically for project monitoring to ensure compliance.

Accounting

For the Kyiv Office share of the project, perform preliminary review of documents from suppliers and other parties before payment processing.
Verify that the project transactions of partners are booked correctly.

Capacity building

Train partners’ staff on the detailed AA financial guidelines and requirements in order to implement activities and execute budgets accordingly.

Other Functions

To attend meetings related to his/her areas of responsibility.
To perform any other work-related duties as required.

QUALIFICATION, EXPERTISE, AND SKILLS

Education

Bachelor’s degree in accounting, Economics or business-related degree.
CPA/ACCA qualification is an added advantage.
Lower academic qualifications can be considered if the applicant has at least 5 years relevant experience in Finance and donor reporting.
Minimum three years relevant experience in the implementation of emergency aid projects with an international NGO/agency and in the context of complex crisis or a significantly relevant specialization in aspects of accounting and donor reporting.
Computer literate with significant experience in Microsoft Office and proficiency in MS Excel
Significant experience with QuickBooks and/or other accounting software.
Knowledge of German bilateral donors (AA, BMZ) and ability to read and understand donor regulations is required; knowledge of regulations of the major international donors is an added value (UN agencies, CHF, ECHO, USAID, DFID, etc.)
Knowledge of cash transfer programming including practical experiences in the implementation or management of CTP activities is a strong advantage
Experience in audit preparation and/or execution is desirable.
Possession of capacity-building skills is an added advantage.
Previous work experience in a hostile environment and certified attendance of a personal security course (HEIST, HEAT, etc.) is an advantage
Experience working with partners and in consortia is an advantage
Ability to work in a team-based environment and achieve common goals

Experience and Skills required

Fluent in written and spoken English and Ukrainian.

ACCOUNTABILITY TO BENEFICIARIES

DKH team members are expected to support all efforts for increased accountability towards the beneficiaries while actively engaging communities as equal partners in the design, monitoring, and evaluation of projects.

APPLICATION

Kindly apply by sending your motivation letter and CV without any further attachments by email to the HR Officer at Diakonie Katastrophenhilfe in the Berlin office: [email protected], using the reference “Position/title Name_Surname”, in the subject of your e-mail. Further questions regarding the role kindly address to [email protected]
Only candidates residing in the country will be considered and only shortlisted candidates will be contacted.
Diversity is important to us. We welcome applications from people regardless of their ethnic, national, or social background, gender, disability, age, or sexual identity.