Administrative, Operations, & Finance Coordinator

About Us

Established in France in 2007, Libraries Without Borders / Bibliotheques Sans Frontieres (LWB/BSF) is a global NGO that supports knowledge development and culture, especially in libraries in developing countries. We think that easy access to information and culture sharing is vital for both human growth and human rights. We work in over 20 countries, helping local communities build and improve libraries to support education, cultural access, and preservation. We train librarians, donate books when needed, boost local book industries, build library networks, and develop creative programs for better access to education and information.

By joining us, you'll be part of a vibrant, growing organization that leads meaningful projects with social impact. We value our employees' career growth through training and teamwork in a collaborative work environment.

Our Work in Ukraine

Since 2022, BSF has been active in various locations across Ukraine, from public libraries to displacement centers. Partnering with local and other international organizations, we offer safe places for vulnerable children to engage in educational, cultural, and fun activities. Our programs feature the 'Ideas Box', which are modular pop-up libraries with Ukrainian books, games, and offline digital resources like educational materials and entertainment. BSF Ukraine aims to expand these 'Ideas Box Hubs' and build more local partnerships focused on education, mental health, and information support.

Our Administrative and Finance Coordinator will play a crucial role in helping our team function and run smoothly. This involves facilitating effective communication with our partners and staff, assisting in managing financial operations in Ukraine, and overseeing procurement processes. Their work will ensure we can deliver our services more efficiently and better support the communities we serve. By creating a strong organizational foundation, we can focus on our main mission - enhancing access to education, culture, and information for the people of Ukraine.

Position Objectives

Are you skilled in office administration, operations, or finance, and enjoy making sure everything runs smoothly? Or maybe you’re experienced in administration but want more finance experience? We’re looking for a dedicated Administrative, Operations, & Finance Coordinator. In this role you will play a crucial part in establishing and maintaining efficient administrative, operational, and financial processes that support our growing mission in Ukraine. 

Your objectives will include:

• Financial Management: Work with the Program Coordinator to handle financial matters including liaising with our external payroll company, managing the procurement process for equipment, supplies, and services, supporting budget reconciliation, and assisting with budget forecasting for our programs. Specific focus on financial management. 
• Administration : With our team, help manage administrative functions, ensuring our operations run smoothly. Coordinate with staff, external vendors, and other stakeholders, as well as assisting the Country Representative and Program Coordinator in liaising with local government officials and partners as needed.

• Compliance and Risk Mitigation: Ensure all our activities comply with local laws and regulations. Additionally, you will work with the Country Representative on risk management, ensuring all operations and activities are conducted safely and securely.
• Team Collaboration: Work closely with our team to foster a collaborative and supportive work environment. This will involve coordinating with HQ staff and facilitating communication between various departments and our Lviv office. You will be instrumental in supporting our Ukraine team's work, helping us meet our objectives more efficiently and effectively. You'll also play a crucial role in liaising with our global teams, ensuring we're aligned with our organization's broader goals and strategies. Through your efforts, you'll help us make a meaningful difference in the communities we serve in Ukraine.

Position Profile

The Administrative, Operations, & Finance Coordinator will play a crucial role in ensuring the smooth operation of our operations Ukraine and our office in Lviv. Reporting directly to the Country Representative and working closely with our Program Coordinator, this position serves as a key interface between our local operations and our global headquarters in Paris.

The Administrative, Operations, & Finance Coordinator is responsible for these key areas:

1. Financial and Budget Management:

• Ensure compliance with both internal procedures and donor administrative and financial rules and regulations.
• Oversee and manage financial activities, including budget reconciliation, expense tracking, and financial reporting.
• Monitor the monthly budget and develop financial reports for our HQ Finance Department and for our project donors.
• Maintain our local bank account and ensure manage payments and cash-on-hand.
• Manage fund transfers and ensure the security of funds/cash in collaboration with the Country Representative.
• Ensure compliance with BSF's internal procurement procedures and donor validation thresholds.
• Develop administrative documents and budgets for projects.
• Act as a liaison with an external payroll company, processing payroll and ensuring accurate record-keeping.
• With the Program Coordinator and Country Representative, complete budget forecasting for programs, operations, and administrative costs.
• Oversee cash-on-hand, and bank transfers from HQ.

2. Administrative Coordination:

• Act as the primary contact for administrative affairs and external vendors.
• Ensure the development and adjustment of official documents and agreements relating to programs, administration, registration with Ukrainian authorities and donors’ procedures.
• Assist the Country Representative and Ukrainian team in developing BSF Ukraine’s human resources strategy and policy - and supervise the implementation of this both.
• Lead on the recruitment processes of new positions, as needed. 
• Monitor and ensure compliance with human resources and employment laws and in Ukraine. 
• Assist the Country Representative and Program Coordinator in liaising with local government officials to ensure compliance with local regulations and protocols.
• Manage the procurement and payment processes for office equipment, supplies, and services, ensuring the best value for money and adherence to BSF's procurement policies. 

2. Operations Management:

• Ensure the implementation of operational protocols, taking into consideration the high-security environment of Ukraine.
• Coordinate with HQ to implement and maintain global operational standards, safety measures, and best practices within the Ukraine office.
• Assist in travel arraignments and booking accommodation arraignments for staff as needed.
• As needed, ensure the recruitment and management of consultants, new hires, and simple service contractors (drivers, etc.) that relate to administrative, financial or logistics.
• With the Country Representative, participate in the monitoring security incidents in the area. If needed, suggest changes to the BSF security policies and procedures.

4. Compliance & Risk Management:

• Ensure that BSF Ukraine activities are compliant with local laws and regulations.
• Mitigate risks by ensuring all operations and activities are conducted in a safe and secure manner, adhering to the organization's risk management protocols and guidelines.
• Regularly review and update internal controls, policies, and procedures to mitigate potential risks.

Skills & Qualifications

At BSF Ukraine, we recognize the value of a diverse range of experiences. If you do not meet every qualification but believe that your skills, knowledge, and drive make you a suitable candidate for this role, we encourage you to apply! We understand that traditional professional experience is not the only way to develop skills; we also welcome relevant educational and volunteer experiences that have equipped you with the skills to do this job. Our goal is to find a dedicated and enthusiastic individual who is ready to grow with us.

Required Education & Experience:

• University degree in relevant field such as business administration, finance, international relations, logistics or related field.
• Master’s degree in a relevant field preferred, but not required.
• Minimum of five years of professional experience with at least three years in an administrative, operations, or financial role.
• At least three years of professional experience in an administrative, operations, or finance role.
• Experience in human administrative and financial tasks, in a start-up environment would be an asset.
• Thorough, organized, and reliable, with the ability to work autonomously.
• Excellent writing and Excel skills.
• Previous NGO experience would be an asset but is not required.
• Working proficiency in English.
• Fluency in Ukrainian.

Conditions of Hiring

Status: 4 months, consultancy agreement

Start Date: As soon as possible!

Location: Lviv, Ukraine

Reports to: Country Representative

Salary: Salary based on experience and BSF salary scale

To learn more about BSF: www.bibliothequesansfrontieres.org