Finance & Admin Coordinator Dnipro

HelpAge and Strategy 2030 – delivering real impact for older people. 

HelpAge International works with partners and a diverse global network of more than 150 organizations across 85 countries, supporting millions of older people to live safe, dignified and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience.

Our 2030 strategy Ageing in a Just World sets out how we will work together to shape the future we all share. By working together, we aim to help inspire a movement for change and through ensuring all our work promotes older people’s wellbeing, dignity and voice, we can transform the lives of older people now and in the future.   

As part of our 2030 strategy, we have a continued commitment to inclusive humanitarian action, supporting older people and their families at a time of crisis.

HelpAge in Ukraine.

HelpAge has been present in Ukraine since 2014, with a total workforce of +700 people including staff and volunteers/contractors.   As one of the few INGOs with an operational presence in Ukraine at the start of the crisis, we were able to respond immediately with life-saving activities in the Donetsk and Luhansk Regions and have since scaled-up assistance in the Central and Western Regions of Ukraine.   In addition, we have a program to support refugees in Moldova and work through partners to support refugees in Poland.  Our response plan includes immediate support such as cash assistance, food distributions, NFI distribution (health and dignity kits), WASH, Protection and Mental Health and Psychosocial First Aid as well as longer-term programming on cash assistance and community and home-based health and care. 

We are seeking passionate, talented candidates for several roles to further strengthen our country team.  

 Key areas for impact/influence and responsibilities:

The Finance & Admin Coordinator - Field office will be under the supervision of the Country Finance Manager and will be responsible for all aspects of the HAI Project financial support function in the designated field office.

Including but not limited to, and with the support of the Finance Coordinators based in Kyiv:

 1: Maintaining financial and accounting documents. 

 2: Follow and apply HAI and Donor Regulations and Procedures, ensuring all HAI Staff and Project Partners fully comply with these regulations.

 3: Ensuring the proper and full application of financial control systems, procedures, forms and keeping records and documentation up to date and accurate. 

Financial Management and Accounting (35%)

• With reference to the HAI Policies and Procedures, ensure that effective procedures and systems for financial management and control are maintained in the designated HAI Office.
• With reference to the Finance Coordinators based in Kyiv and HAI Policies & Procedures
  1.  Ensure compliance with national legislation, HAI and donor requirements.
  2. maintain effective accounting systems for the recording of all financial information. 
• To support the Country Finance Manager with year-end procedures, ensuring that all required financial returns are completed accurately and to the required timescale.
• Assist with the preparation of monthly financial accounting reports to the last day of each month according to the financial calendar.
• To manage Field Office Cashflow, ensuring that regular and accurate transfer requests are made to Kyiv office.
• To support Finance Coordinator-Donor Reporting in the production of project budgets, advising on assumptions, risks and opportunities contained within the budgets. 
• To assist where possible to ensure that thorough and effective budgetary control is undertaken and to support budget holders and Area Manager, as appropriate, with regards to queries and forecasting.
• To maintain systems of monthly monitoring of project expenditure against budget (BVA) using HAI formats and support the Country Finance Manager, Program Lead (East/West,) and Project Coordinators to be familiar at all times with the financial status of the project(s).
• Assist in the preparation of interim and final donor reports, as requested by the Finance Coordinator- Donor Reporting, Country Finance manager or Country Director.

Cash and Bank payments management (35%)

• Coordinate the DAILY processing of financial documentation (payments, vouchers, supporting documents, etc.) 
• Check and verify Payment Orders on Bank Account(s), supporting documents, including coding, authorization level, validity, and sufficiency.
• Supervise the maintenance of SUN system, Excel based ,cash and bank books DAILY based on the finance supporting documents according to finance manual and guidelines.
• Manage and follow up open advances in coordination with Finance Officer Field Office.
• Reconcile & Upload Field Office Cash and Bank books into SUN system according to monthly financial cycle. 

Admin, Coordination and Reporting (30%)

• Monitor and supervise the work of the Finance Officer Field Office to ensure that all financial information in the electronic and paper-based filing system is organized and meets HAI and donors' requirements.
• Coordinate the work of Finance Officer(s) on proper documentation of all transactions filing system (both hard and soft copies) to ensure that finance has systematic access to all documents.
• Coordinate consolidation the program assets (incl. inventories list) file in Field offices.
• Ensure that handover of assets is properly documented.
• Work with the Procurement and Logistics Coordinator to support the purchase of goods and service according to HAI and donor’s rules and regulations. 
• Manage and support the development of the Finance Officers
• Perform other financial and organizational tasks assigned by the Country Finance Manager. 

  Let's talk about you

You will be someone with:  

Essential

• Education in accounting, Finance or Economics or equivalent.
• Experience in financial accounting processes, budget preparations and financial reporting. 
• Excellent knowledge of National Financial and Management Accounting, Tax policies.
• Experience in the use of computers and Microsoft Office software packages (MS Word, Excel, etc.), including advanced knowledge of spreadsheet and database packages.
• Excellent analytical, planning and management skills.
• Good attention to detail with an organized and methodical approach.
• Good command of written and spoken English, excellent Ukrainian and/or Russian.
• Excellent written and oral communication skills.

Desirable

• Experience of working with NGOs, INGOs.
• Knowledge of labor law of Ukraine.
• Experience of accounting procedures of international donors.
• Experience or working knowledge of ageing and the issues facing older people in emergencies.
• Experience of SUN accounting system
• Experience of managing at least one other person.

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters.

In addition, as an HelpAge employee you are expected to:

• Work collaboratively, building mutual trust and respect, with external organizations and partners to achieve our strategic aims and objectives; being accountable for the work you do together
• Adapt to new directions or opportunities arising within the organization and in your work area; being flexible in your role, constantly using the feedback to learn more and evolve further.
• Lead behavioral and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged
• Extend HelpAge’s reach and impact, by creating and identifying new business development opportunities and building relationships with new partners.
• Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalized by gender, economic status, disability and other factors of discrimination.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff, and any others who we come into contact with.

Therefore, you will also be responsible for:

• Preventing harm and abuse from our people, operations and programs to anyone that encounters our work;
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism.
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.