Finance and Administration Team Leader

Danish Refugee Council (DRC) has been operating in Ukraine since 2014 and is currently scaling up its operation in Ukraine to deliver lifesaving assistance and emergency response to people affected by the war.

Under the supervision and support from South Area Manager and Kyiv Country Office Finance Manager the Finance and Administration Team Leader will manage the day-to-day finance and administrative unit for Mykolaiv Base office. The F&A TL will lead and line manage team of junior finance and administration staff, allocating duties to ensure day-to-day tasks are accomplished on efficient and timely manner.

Responsibilities:

People management

• Lead and manage the finance and administrative team;
• Supervision of the daily activity, regular planning and proper distribution of workload among subordinates;
• Responsible for people planning, performance, well-being and development.

Finance and Accounting

• Budget monitoring and forecasting – review budget spending and consolidate information required to prepare forecast;
• Ensure support cost are allocated (fuel, salaries, rent etc.) based on accountable cost drives backed with relevant supporting documents;
• Review documents and ensure costs are coded to correct budget codes and ensure costs will be incurred in line with budget available;
• Ensure accounting entries are made in line with DRC internal guidelines and Ukrainian legislation accurately and timely by reviewing and approving journals before their postings;
• Ensure month end accounting is carried out including cash counts and bank reconciliation are on a timely manner;
• Validate Purchase Requisitions (PR) and Request for Payments (RfP);
• Assist with audit in each project;
• Actively take part in harmonization of operational work between Area and Base offices: sharing with ideas, creating tools, updating guidance etc;
• Providing other finance support in Area Office and prepare reports at the request of the manager.

Administration

• Organize and ensure administrative tasks – contract management of premises, office supplies, delivery of the documents, archiving documents (scanning, storing are done efficiently);
• Control the arrangements of transport and accommodation for visitors – hotels booking and train tickets;
• Coordinate the arrangements of trainings/meetings – renting of training halls, stationery;
• Work effectively with Supply Chain and program staff in procuring supplies (program/office supplies, stationery, etc.) and services (utilities) as needed in a timely manner;

Key Deliverables

• Workload among finance and administrative staff is proper distributed;
• Performance and development of subordinates satisfy objectives set by F&A TL;
• Finance vouchers scanned and stored on a monthly basis on Server and attached to each transaction in Dynamics;
• Budget for support costs for Area office revised and updated on a regular basis.

Experience

• Previous experience in Finance and administration area, not less than 4 years
• Experience of work in INGO is desirable but not mandatory

Education/qualifications:

• University degree in the related field or equivalent (Finance, Accounting, Personnel Management)
• Excellent Microsoft Office skills
• Speech, couch and communication skills
• Advanced organizational skills
• Accuracy in paper work
• Competence to keep negotiations
• Finance literacy
• Upper-Intermediate or Advanced English (speaking/reading/writing)
• Proficiency in written and spoken Ukrainian and Russian languages

Key stakeholders

• Area Manager
• Support Managers/Team Leaders/Officers
• Program Managers/Team Leaders/Officers
• Vendors and landlords for office and expats’ apartments
• DRC Ukraine staff based in Mykolaiv

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes
• Collaborating: Involving relevant parties and encouraging feedback
• Taking the lead: Taking ownership and initiative while aiming for innovation
• Communicating: Listening and speaking effectively and honestly
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment

We offer

Contract length: 6 months

Band: G – Manager

Designation of Duty Station: Mykolaiv / Non-family duty station

Start date: ASAP

Salary and other conditions are offered in accordance with DRC’s Terms of Employment for international staff or DRC National Staff salary scale.  

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: 17 January 2023