Administrative, Finance and Human Resources Coordinator

CALL FOR CONSULTANCY  

Administrative, Finance and Human Resources Coordinator 
(Ukraine Response, Kyiv)  

LIBRARIES WITHOUT BORDERS / BIBLIOTHEQUES SANS FRONTIERES  

 About BSF  

Founded in 2007 by the French historian Patrick Weil, Bibliotheques Sans Frontieres (Libraries Without Borders) is an NGO that empowers vulnerable populations by sharing culture, education and information. It implements inclusive and innovative projects in 30+ countries, enabling people affected by crises and precarity to educate themselves, dream and (re)build their lives. Thanks to its innovative tools, library of contents and expertise in mediation, BSF and its partners tackle the major challenges of the 21st century such as education, culture, citizenship, community building, health, employment or entrepreneurship.   

Our work in Ukraine  

Since 2022, BSF has been operational 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 recreational activities. BSF in Ukraine is aiming at expanding its activities and at building local partnerships focusing on education, mental health, and information support via innovative tools and adapted contents.  

Objectives of the mission  

The Administrative, Finance and HR Coordinator reports directly to the Country Representative, works closely with the Program Coordinator as well as with Finance, Logistics and HR departments at headquarters level.  

1. Administrative coordination 

• Assists the Country Representative and Program Coordinator in liaising with local government officials to ensure compliance with local regulations and protocols. 

• Acts as the primary contact for administrative affairs and external vendors. 

• Ensures the development and adjustment of official documents and agreements relating to programs, administration, registration with Ukrainian authorities and donors’ procedures.  

2. Human Resources management 

• Ensures respect of Ukrainian labor law implementation.  

• Ensures respect of BSF’s HR policies and contributes to their continuous improvement. 

• Centralizes data related to personnel management, oversees contract tracking and payroll payments, acts as a liaison with external accountants in processing payroll service and ensuring accurate record-keeping. 

• Ensures legal monitoring of HR-related issues. 

• Oversees the recruitment and onboarding of new hires. When needed, carries out recruitment and management of consultants, new hires, and/or simple service contractors (drivers, etc.) that relate to administrative, financial or logistics. 

• Is attentive to the issues raised by the teams and guarantees satisfactory working conditions. 

3. Financial and budget management 

• Ensures compliance of our budgets with both internal procedures as well as with donor administrative and financial rules and regulations. 

• Creates Standard Operation Procedures aligned with HQ practices and that are donor compliant. 

• Supports the Country Representative in defining the financial strategy to ensure financial stability of BSF in the region. In close coordination with the Program Coordinator and Country Representative, completes budget forecasting for programs, operations, and administrative costs. 

• Timely and accurately monitors budgets and when/if needed develops financial reports for our HQ Finance Department and project donors or partners 

• Handles our local bank account and manages payments and cash-on-hand. 

• Manages fund transfers and ensures the security of funds/cash in collaboration with the Country Representative. 

• Oversees cash-on-hand and bank transfers from HQ. 

• In coordination with the Country Representative and Program Coordinator, develops new budgets for projects when needed. 

• Manages payment processes for office equipment, supplies, and services, ensuring the best value for money and adherence to BSF's procurement policies.  

• Prepares and supports audits in coordination with the administrative and financial department at headquarters. 

 4. Compliance & Risk Management 

• Ensures that BSF Ukraine activities are compliant with local laws and regulations. 

• Mitigates administrative, finance and logistics-related 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. 

• Reviews / updates internal controls, policies, and procedures to mitigate potential risks. 

Deliverables  

• Support BSF in all administrative procedures related to its registration and adherence to Ukrainian laws and regulation 

• Support BSF Ukraine in its administrative transition allowing the organisation to move from services contracts offers to national salaried positions 

• Ensure the opening of a new office and Guest Houses in Kyiv  

• Ensure financial and budget follow-up. Submit any required financial report/information as per donor regulations and reporting timelines. 

Requirements  

• Master’s degree in relevant field such as business administration, finance, HR or related field. 

• Minimum of 6 years of professional experience with at least 3 years in an administrative and financial role at a coordination level. 

• Previous NGO experience would be an asset. 

• Rigorous, organized, and reliable, with the ability to work independently and proactively 

• Good stress management. 

• Interpersonal and communication skills 

• Excellent writing and Excel skills. 

• Excellent command of Microsoft Office Suite. 

• Working proficiency in English. 

• Fluency in Ukrainian. 

Modalities  

• Status: 3 months, service contract 

• Starting date : ASAP  

• Location: Kyiv, Ukraine 

• Remuneration: Remuneration for this assignment will be fixed by mutual agreement the parties following a financial proposal from the candidate. The price proposal must not exceed 9,600 euros for 3-months service contract. 

• Travel: Depending on the security situation, this consultancy will require traveling to sites around Ukraine to visit partners, asses their programs, and conduct trainings and capitalization and learning events.  

• This call for consultancy is only open to Ukrainian nationals or to permanent residents.  

Contact 

The application must include a technical note describing the proposed methodology, a price proposal and the resume of the consultant who will be working on the assignment (in English). Please send your application via an e-mail (Subject: AFHR Coordinator Consultancy) by e-mail to:  

Отправить резюме    

By January 2nd, 2025   

To learn more about BSF: https://www.bibliosansfrontieres.org/