Finance Manager

Johanniter International Assistance is a global INGO with operations in multiple countries, and expertisein the field of medical, health, livelihoods and emergency programming. Johanniter has been active inUkraine since Russia started the full-scale war on 24 February 2022. We have since been implementingmore than ten humanitarian projects through several local partners with coordination from HQ.

Job Description

The Finance Manager will be responsible Treasury Management of the Organization, and be the focalpointperson for issues of compliance to the donor requirement, organization policies and procedures andensurethe smooth running of the finance department through supervision of the staffKey working relationships

The person reports to: Finance Coordinator

Key Responsibilities

Strategy and vision

• Actively supports the values of Johanniter and shapes programme work according to thesevalues.
• Together with the Head of Mission and Finance Coordinator, ensures the development andimplementation of the Johanniter International Assistance strategy in her/his area ofresponsibility.
• Contributes to the development and implementation of the global strategy of JohanniterInternational Assistance.

Leadership

• actively lives and leads by example, upholding the Johanniter leadership principles and creating aculture where the leadership mindset can emerge and thrive, actively empowering and guiding teammembers to an inclusive, accountable work environment to achieve shared goals and embracechange.
• this is reflected in the day-to-day activities in line with the Code of Conduct and related policies toachieve our goals.

Accounting:

• manages the preparation and maintenance of a variety of financial records and reports, including those related to the general ledger, accounts payable, accounts receivable, Payroll, inventories, budgets and fixed assets, and supervises data gathering and data entry and financial planning work associated with rate setting and analyses.

• coordinates with external services in order to complete any accounting, audits, tax preparation.

• oversees monthly, quarterly, bi-annual and annual analysis and Reconciliation of the project's trial balance and financial reports.

• oversees the execution and timely posting and uploads of all financial transactions.

Budget Management:

• oversees and proactively participates in the preparation and presentation of the project budgets and the organizational annual budget.

• prepares and regularly updates the Country Office’s donor budgets.

• ensures that project staff receive accurate, up-to-date Budget Variance Reports for each project on a timely basis.

• reviews all proposed project budgets to ensure that they fit within the guidelines and priorities of the country office's financial strategy.

• reviews donor-approved grant budgets in the SUN software system.

• ensures budgets are set up, managed and updated in the SUN System for all grants and projects.

Partnerships management:

• ensures that reports and all necessary supporting documents, including vouchers are sent on time; checks their eligibility.
• day to day contact and support to the partner/s.
• field monitoring visits if necessary.

Financial planning:

• develops plans and implements goals and objectives for the finance department, prepares and administers internal policies and procedures relating to departmental program activities; interprets and explains applicable rules, laws and regulations to supervisors and others.

• prepares cash forecasts for the country program.

Training and Capacity Building

• periodically conducts financial capacity building needs assessment in collaboration with management and the stakeholders/partners, develop concepts and proposals for financial capacity building activities of the organization and carry out such capacity building for Finance team in the coordination Office and in the Field Locations.

Supervision of Finance Department Team

• participates in interviews and hires new finance department staff; prioritizes assigns and reviews work plans for the Finance team; prepares and performs employee performance evaluations for Finance team.

• ensures regular monitoring of finance staff to assist them in day to day financial matters. 

Compliance 

• ensures donor compliance in all aspects of financial management, ensures proper allocation of costs to various cost centers, correct budget lines and that all procurement documents for purchased materials, supplies and equipment are conducted in accordance with organization policies and procedures and in compliance to the donor requirements /regulations and that Johanniter Financial Guidelines are followed strictly and correctly.

• ensures the implementation of recommendations raised through internal and external audits, compliance audits, GSU and financial strengthening initiatives, etc.

• provides financial management support for the close-out process and external audit process.

Expense Allocation and Financial Oversight

• ensures that expenses are correctly allocated to the correct Cost Centres (project), and in the correct budget line. He/she has to check all vouchers for partner implementation offices to ensure completeness, correctness and have proper Booking Text Descriptions.

• supports the Finance Coordinator in budget reviews, monthly forecast, and fund transfers in line with the approved budgets of the projects. 

• ensures compliance to donors’ requirements Johanniter International Assistance purchase procedures and timely report to the Finance Coordinator any issue encountered for further action.

Cash Management  

• reviews the cashbooks ensuring that all transactions are properly recorded by using SUN field Office Upload Template, check booking text descriptions and correct cost centers, and budget lines.

• ensures the management of cash boxes (following up advances and maintaining the advances register, physical inventories and bank account/ check, expenditure conciliations, etc.) and performing cash counts with the Finance Assistant every Friday of the week.

• renews and checks all voucher to ensure all purchase procedures are followed (RFPs, PA, and Payment Vouchers are complete and are systematically signed by authorized persons).

• ensures the supervision of systems for paying suppliers (following up housing rents etc.), do the payments by check, order bank transfers, and cash with the Finance Assistant (where necessary).

• ensures that salaries, per diem, advances and suppliers payments are done on a timely manner (salaries latest by the 27th of every month).

• reviews and checks that expenditures are validated by the management taking into consideration all the validation Thresholds of Johanniter for Project Coordinators, Senior Program manager, Country Director and the Desk Officer at the HQ.

• gives specific briefing on cash management to Field Finance/HR and Admin Assistants to ensure compliance to Johanniter standards.

• identifis and reports any improvement opportunity and propose an implementation plan.

• ensures monthly and weekly cash forecast of the Projects in coordination with PCs and arrange the transfer of the by-weekly cash/Checks to the Field Locations.

Update, control and review monthly accountancy

• reviews field accountancy, by checking the weekly Cashbook entries sent from the Field Offices and working together with the Field finance team to ensure accuracy consistency and completeness of the cashbooks. Rotation.

• ensures booking text descriptions, L-codes (project code L1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated.

• uploads cash/bank expenses by using specified upload template on SUN System for review and posting of Finance Coordinator. 

• at the end of each month, prepares the monthly cash counts and the bank reconciliations together with Finance Coordinator and in presence of Head of Mission. 

• supports the Finance Coordinator in preparation of monthly closing documents, scanning and uploading on 4JUH platform.

• analyses cash box disparities and providing technical assistance for their resolution (propositions on reorganization).

Finance implementation of HR procedures

• ensures the timely payment of statutory deductions (NSIF, Withholding Taxes and Personal Income Tax (PIT) to various Government departments within the months of deductions and ensure these are booked accordingly in the Accounting System.

• follows up on the Expatriate COLA payment.

• reviews Reconciliations of the Staff NSIF Database on a monthly basis to ensure accuracy of the database.

Capacity Building & Performance Evaluation for the Finance department team

• works together with the Finance Officer and Finance Assistant in planning the work plans (Quarterly, Monthly and weekly) to ensure that all essential task required for the proper financial management procedures are followed.

• sets out performance evaluation process with the team ensuring that objectives are set for each staff (Finance Officer and Finance Assistant) and constantly work with the team to ensure the objectives are managed effectively and efficiently.

• periodically (at least twice a year) provides appropriate support (I.e. organize workshops & trainings) to the bases in regards to accountancy & cash management and review with the Finance team, all necessary functions that are not carried out as required and put in place mechanisms to ensure smooth running of the Finance Department.

• carries out performance evaluation (once a year) for all subordinate staff objectively and transparently and supports the subordinates through coaching and training as necessary.

Others:

• assists the Finance Coordinator in preparation of projects financial reports (monthly, quarterly and final).

• In the absence of Finance Coordinator, the Finance Manager will be the focal point person for all finance related issues.

• supports the Finance Coordinator during the Audit process ensuring that all documentation needed are made available to the Auditors, answer some queries and coordinates with other finance team to ensure smooth Audit process. 

• reviews all Documentation from the Partners to ensure completeness accuracy and compliance to Johanniter Finance Guidelines and Donor Requirements.

Person Specification

Professional Qualification and Experience:

• Bachelor’s Degree in Business Administration, Accounting, or Management.

• Qualification in accounting (at least CPA / ACCA /OCAM or +5 years' equivalent experience).

• At least three (3) years’ experience in a similar position.

• Professional in Excel, Words and computerised accounting. Knowledge of the SUN System or any accounting software is essential.

• Experience in INGOs in Ukraine.

Skills

• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines.

• Flexibility, ability to adapt.

• Good team player.

• Discretion.

• Responsible and innovative.

• Capacity Building and Training skills required.

• Excellent communication skills, including drafting documents.

• Problem solving skills in day to day and crisis situations.

• Willingness to visit partner offices in Ukraine.

• Fluency in English and Ukrainian Knowledge of local languages will be an added advantage.

Availability 

Incorporation date: ASAP.

9 months renewable.

Benefits

• Health insurance;

• Office in center metro Ukrainian Heroes(3 minutes) or Teatralna(8 minutеs);

• Official employment;

• Competitive salary and benefits;

• Opportunity to contribute to humanitarian work; 

• Travel reimbursements and per diem from  office to areas of implementation;

• Interviews done on rolling basis and can be finalized prior to the closing date;

• Salary payment 2 times a month;

• Salary will be according to Johanniter salary grid;

• Flexible working hours.