Finance and Administration Manager/Менеджер з фінансів та адміністративної діяльності

FHI 360 is an international nonprofit working to improve the health and well-being of people in the United States and around the world. We partner with governments, the private sector and civil society to bring about positive social change and to provide lifesaving health care, quality education and opportunities for meaningful economic participation. We do this by using research and evidence to design and deliver innovative programs that change behaviors, increase access to services and improve lives.  

Our staff of more than 4,000 professionals work in more than 60 countries. Their diverse technical expertise and deep understanding of local conditions provide a 360-degree perspective that allows us to develop customized responses to the toughest human development challenges. 

FHI 360 is currently recruiting for a Finance and Administration Manager to work under the USAID-funded Ukraine Community Action for HIV Control project. 

Job Description:

The Finance and Administration Manager will provide financial, operational and administrative support to FHI 360’s activities under the five-year (2021-2026), USAID-funded Community Action for HIV Control Activity. This project is focused on accelerating Ukraine’s efforts to achieve HIV epidemic control by 2030 by improving prevention, testing and linkage to care among key and priority populations. Since Russia’s full-scale invasion of Ukraine in February 2022, the project is now also supporting communities to access and restore essential health services disrupted by war, including basic health, other priority diseases, humanitarian assistance, mental health and psychosocial support. The project is led by Pact with FHI 360 as a technical implementing partner for HIV and other health services.

Under the supervision of the FHI 360 Senior Technical Advisor, the Finance and Administration Manager will oversee sound financial and administrative management of FHI 360’s activities on the Community Action for HIV Control project in Ukraine, and will supervise finance, procurement, and administrative staff and tasks and a team of staff supporting these tasks. The Finance and Administration Manager will ensure the achievement of financial control and performance objectives in accordance with requirements of FHI 360, the prime implementing partner (Pact) and USAID and will ensure compliance with USAID rules and regulations, prime implementer’s and FHI 360’s policies and procedures.

Specific Duties:

• Provide leadership and support for all financial management areas including accounting, payments, and reporting systems and procedures.  Coordinate with related staff to ensure that project budgets, accounting and fiscal control procedures are implemented effectively;
• Oversee day-to-day cash flow management;  
• Prepare annual PEPFAR budget, budgets per separate funding sources, annual PEPFAR expenditure analysis plan; 
• Control expenditures’ allocation planning between project codes;
• Direct and manage the FHI 360 project budget in accordance with the approved annual budget and monitor the expenditures on an ongoing basis, providing recommendations to project leadership on FHI 360’s financial health on the project;
• Review and analyze monthly financial reports regarding budgets, both actual and forecast (pipelines);
• Responsible for all financial reporting to the prime, including quarterly accruals, quarterly projections, monthly financial reports, PEPFAR expenditure analysis reports and other financial deliverables as requested by the prime implementer and/or USAID;
• Oversee the timely completion and accuracy of the month-end closing accounting deliverables for submission to FHI 360 headquarters and upload into the financial system;
• Ensure compliance with local tax laws and proper management of tax withholdings and remittance to local authorities;
• Ensure all activities related to financial management are carried out in compliance with policies and procedures established by the prime implementer, FHI 360 and USAID;
• Participate in meetings, processes, and systems development in support of FHI 360’s operational platform in Ukraine (HR, finance, procurement, travel);
• Provide support to the internal and external audit functions
• Supervise staff members (finance, administrative, and procurement) and collaborates with other project staff on the completion of assigned tasks;
• Manage procurement, upkeep and tracking of project assets, including proper documentation of the procurement in compliance with USG rules and regulations, prime implementer’s and FHI 360’s policies and procedures;
• Ensure accurate financial, procurement and administrative record keeping across offices; 
• Liaise directly with FHI 360 Regional Office on all financial and operational matters;
• Review and validation of documents required along the HR and procurement processes;
• Liaise with country HR Manager and Senior Technical Advisor on alignment of project’s HR processes with FHI 360 HR policies and procedures; 
• Maintain complete and up-to-date confidential personnel files for all staff; and
• Other duties or tasks as required.

Minimum Requirements:

• At least 5 years (8 preferred) of progressively responsible work experience in financial management, accounting/budgeting management of project implementation;
• Bachelor's Degree or its International Equivalent in Finance, Accounting, Economics, Business Administration or in related field. Master’s degree highly preferred.  
• Demonstrated team leader experience in finance or accounting department preferred;
• Experience with U.S. government (including USAID) rules and regulations and experience working in an international NGO environment highly desirable;
• Comprehensive knowledge of concepts, practices, and procedures with accounting, financial controls, and financial information systems;
• Well versed in laws and regulations in Ukraine that have impact on financial analysis and management controls;
• Mastery of Excel and familiarity with accounting systems and software such as QuickBooks;
• PEPFAR experience preferred;
• Demonstrated experience developing and/or implementing administrative policies and procedures on donor-funded development activities;
• Ability to work effectively in a highly collaborative team;
• Excellent and demonstrated project management and supervisory skills; and
• Fluent in written and oral English; fluent in Ukrainian.

Location of Assignment: 

Kyiv, Ukraine  

Instructions to Apply: 

Only the most qualified and suitable candidates will be invited to interviews. Interested qualified individuals may submit their i) CV, ii) cover letter, iii) three references (please indicate full names, positions, emails and phone numbers when providing references), iv) uthorization to conduct a background and reference check form to Відправити резюме  by May 8, 2024. No phone calls will be accepted to inquire about the position. 

Qualified candidates openly living with HIV and/or who are representative of the key and vulnerable populations affected by HIV are actively encouraged to apply. FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law. 

Candidates with disabilities are encouraged to apply