Senior Finance Officer

Assignment

The IMPACT Ukraine mission, present in country since 2014, is shifting its focus and programmatic activities from the Donbas area to the whole of Ukraine. To support this scale-up, IMPACT is seeking an experienced candidate, with prior experience in managing financial transactions, ensuring compliance with purchasing procedures and participating in quarterly and annual audits. 

Under the direct supervision of IMPACT Operations Manager, the Senior Finance Officer is primarily responsible for the financial follow-up, documentation, budgeting and accountability for REACH according to ACTED and IMPACT guidelines.

Chain of Command 

Under the authority of: 

IMPACT Country Representative

IMPACT Operations Manager

ACTED Senior Finance Manager

Working Relations

ACTED HR/Admin Manager 

ACTED Country Finance, Logistics staff 

IMPACT Finance Assistant

IMPACT HR Officer

IMPACT Logistics staff

IMPACT Assistant

OBJECTIVES

Ensures sound accounting and finance management of the base, including partners according to the procedures defined for the mission.

Ensures that national legal requirements are adhered to, and that the country specific standards and rules are applied in the aim of protecting IMPACT interests and ensuring efficient use of resources. 

FUNCTIONS 

1. General 

• The Finance Officer is accountable for the true and fair accountancy of the mission
• Respects the financial and accounting procedures of ACTED Ukraine
• Ensures an efficient flow of information with the Country Finance Manager, Country Coordinator, Heads of Department, HQ and other missions
• Ensures that financial procedures are followed by all relevant departments especially regarding contracts and payments
• Coordination with the bases where REACH implements its project for payments, cash requests, budget allocations
• Follow-up on the budgets for REACH/IMPACT projects within the mission.

2. Accountability

• Prepare and update the Financial Sheets (FS) for REACH/IMPACT projects
• Prepare and supervise the ACT FU for IMPACT
• Follow-up on any advances opened by REACH staff
• Check every month the accounting entries and allocations of REACH/IMPACT projects 
• Support on the mid-year and annual closure by cross-checking between ACTED and IMPACT accountancy
• Upload the accountancy of REACH projects in ACTED’s accounting software (SAGA)

3. Financial Management and Controls

• Draft budget proposals for REACH/IMPACT projects in collaboration with relevant staff at REACH and ACTED
• Follow up on REACH BFUs (Budget Follow-up) on a monthly basis to ensure spending and financial allocations match allocation tables.
• Update and analyse the BFUs for REACH/IMPACT every month – raise financial risks
• Prepare the financial report for the donors of REACH projects based on both ACTED/IMPACT accountancy and provide validated BFUs to IMPACT HQ for the financial reports of IMPACT projects with the supervision of REACH and ACTED relevant staff,
• Update and check the Allocation tables every month for IMPACT staff, REACH national staff, dedicated running costs and premises
• Control and analyse the costs of REACH dedicated costs to improve budgeting and increase financial visibility.
• Follow up on REACH field Enumerators monthly allocation and support in planning enumerator allocation during the year.
• Follow up with any task as requested by Operations Coordinator

4. Cash Management

• Centralize the cash needs for REACH and support in the preparation and submission of the cash requests
  
  

5. Ensure compliance with purchasing procedures: 

• Perform quality control of the tendering procedure 
• Ensure quality control of the invoices 
• Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.) 
  
  

6. File and archive the documents: 

• Photocopy all the invoices 
• File the originals according to budget (contract) and budget line 
• Check that all the invoices are present for each budget line and each contract 
• Whenever possible, improve the quality of the presentation of documents: translation, date (according to the data base file), addition of a calculation note (ticket), etc. 
• After the monthly accounting closure check the accounting codes, the project codes and the budget codes 
• File the photocopies of invoices according to the books (cash and bank) of all work bases 
• File everything very conscientiously 
• In rea case of costs reallocation, reclassify the invoices according to their new budget lines if necessary, particularly when they have been used in various operations (redistribution of the initial budget lines) 

      
7. Participate in quarterly and annual audits 

• At the end of the contract or annually, prepare the files to be sent to headquarters (final checking of invoices and their presence, complete the risk file if necessary) 
• Prepare the document base on external/ internal Auditors query 
• Finalize the dispatch of files by adding labels and adequate packaging 
  
  

 8. Internal Communication Processes

• The IMPACT Senior Finance Officer as a part of IMPACT Operations team will liaise closely with other team members in country to guarantee a qualified support of all IMPACT activities.

9. Management of IMPACT Finance team:

• Provide any administrative and operational support to Finance Assistants associated to finance tasks as requested
• Decide on scope of work between the team members
• Teamwork planning 
• Capacity building of team members
• Conduct Appraisals for team members
  
  

 10. Other: 

• Streamline, improve and implement, any processes related to finances and finance management that are currently inefficient or absent.

KEY PERFORMANCE INDICATORS

• Accuracy of the Capital monthly bundle 
• Degree of autonomy of finance team 
• Accuracy in SAGA entries 
• Accuracy in Cash payments 

REQUIREMENTS 

EDUCATION: Bachelor’s degree in Finance, Accounting or Economics

PROFESSIONAL EXPERIENCE: At least two years of work experience as a Finance Officer or similar role.

SKILLS:

• Good knowledge of accounting and bookkeeping procedures 
• Advanced MS Excel skills (creating spreadsheets and using financial functions) 
• Familiarity with accounting software (e.g. 1C; SAGA, QuickBooks) 
• Upper-Intermediate (or higher) level of English 
• Good organizational, communication and interpersonal skills
• Ability to think creatively in terms of process development and optimization
• Flexibility and adaptability
• Excellent critical thinking and problem solving skills 
• Extreme attention to detail, with an ability to spot numerical errors 
• Self-Organizational skills and ability to work independetly

How to apply:

Applications only in English should be submitted with the title or reference of the position (CV without mentioned position will not be considered). Only short-listed candidates will be contacted for an interview. ACTED is an equal opportunity employer.

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”