Адміністративний/а / Фінансовий/а Директор/ка

The National Democratic Institute in Ukraine (NDI Ukraine) seeks a Director of Administration and Finance to manage the financial, administrative and operational aspects of NDI’s programs in Ukraine. This would include oversight of the organization’s financial forecasting, budget tracking, procurement, and human resource management. The Administration and Finance Director will be supervised by the Resident Senior Country Director. This position is based in Kyiv, Ukraine.

The Administrative and Finance Director will provide oversight for the finance and accounting department, manage the administrative and financial operations for the office, monitor expenses against grant budgets, supervise all Administrative and Financial staff, including Operations, Accounting and Human Resource teams, coordinate with management teams in Ukraine and Washington, DC and ensure compliance with multiple donor financial reporting requirements, along with NDI policies and procedures.  The Administration and Finance Director will also oversee any and all government reporting requirements, including registration processes.

The Administration and Finance Director will be the main point of contact on financial reporting and compliance with relevant teams at NDI headquarters in Washington, DC.

Primary Responsibilities

Finance

• Provide oversight of Ukraine-based financial operations for programs, currently funded by multiple donors including USAID, GAC, DRL, Sida, FCDO and others;
• Manage all aspects of accounting for the Kyiv office, including the supervision of accounting personnel;
• Communicate regularly with NDI DC-based International Accounting team on questions of expenditures, compliance, and other financial matters;
• Monitor program expenditures and monthly office expenses, including budget to actual expenses, and report on financial results and cost projections to management in Kyiv and Washington, DC;
• Implement and use accounting and financial systems to support quality delivery of work;
• Train and guide NDI’s finance staff on NDI’s policies and procedures, donor grant compliance requirements, and bookkeeping and internal controls
• Oversee compliance with internal controls and accounting procedures;
• Serve as main point of contact with external vendors supporting NDI financial operations, including payroll, taxes and other services;
• Introduce and implement additional practices and procedures to strengthen internal control mechanisms;
• Oversee banking, including preparing monthly wire transfers and regular payments;
• Ensure all financial and accounting reports are prepared and submitted in a timely manner; and
• Manage field grant audits and assist DC on grant audits.

Administration and Operations

• Support the Resident Senior Country Director with day-to-day operations of the Ukraine office;
• Liaise with NDI’s DC-based administrative departments to ensure all significant administrative issues are addressed and resolved appropriately, and that all follow-up is performed as requested
• Provide guidance and counsel to international and national staff on administrative, visa and residency regulations and human resource matters, in consultation with DC-based colleagues;
• Ensure compliance with national laws, NDI, and donor administrative and reporting requirements, as well as appropriate implementation of field office policy manuals and handbooks;
• Manage vendor relationships, and oversee procurement processes including the development and distribution of tenders and review of resulting bids;
• Guide contract and lease development and ensure compliance with NDI policies and donor requirements;
• Oversee registration processes for new grants, liaise with relevant government departments, and ensure compliance regarding registration across NDI Ukraine programming;
• Provide regular updates to Senior Country Director and NDI headquarters on the status of NDI Ukraine registration compliance, and any changes in local labor or tax laws;
• Implement administrative and human resources systems, in consultation with Ukraine office management and relevant DC-based staff, to support NDI’s programs in Ukraine;
• Supervise a team of staff focused on operations, human resources and administration. Mentor staff to support increased capacity in all relevant areas;
• Work with program staff to determine current and projected recruitment needs and assist in hiring, onboarding and training new staff; and
• Provide guidance and counsel to international and national staff on administrative and human resource matters, in consultation with the DC-based Human Resources team.

Required Skills and Experience

• Bachelor’s Degree in finance, accounting, business administration and/or a related field, Master’s degree preferred;
• Minimum of ten (10) years in financial management, accounting, and administration, preferably for an international NGO working with USAID and other donor funding;
• Knowledge of budgeting, budget oversight, generally accepted accounting principles and the practical application of financial systems;
• Strong analytical approaches to problem solving combined with demonstrated ability to proactively identify procedures and policies to improve information sharing, knowledge management, and the overall efficiency and organization of regional programs and activities;
• The ability to design and implement accounting systems suitable to a challenging and volatile environment;
• Demonstrated management experience, including leading large and diverse teams;
• Demonstrated experience interpreting and administering policies pertaining to national labor codes;
• Strong interpersonal skills and demonstrated ability to communicate clearly and effectively in writing and verbally with a diverse group of co-workers, partners, and the general public;
• Previous experience with international grants administration preferred;
• High level of attention to details in all aspects of work responsibilities;
• Ability to manage multiple tasks simultaneously; follow through on multiple tasks in a fast-paced work environment; meet deadlines; complete tasks with minimal oversight;
• Strong written and verbal communications skills combined with the ability to work collaboratively with finance and human resource staff, as well as program staff;
• Experience with virtual tools, including: spreadsheet software (Microsoft Word and Excel preferred); accounting software, including Quicken; and experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired; and
• English language fluency required.

CONTACT DATA AND APPLICATION DEADLINES

Applications are requested to be sent by January 08, 2024 to [email protected] with the relevant job title listed above in the subject line.

NDI reserves the right to contact applicants for additional information and clarifications regarding applications after the deadline.

Please refrain from sending inquiries or documents in response to this announcement to MFIs or government officials. All communication regarding this request for services must be made exclusively through NDI.

NDI reserves the right to reject any or all applications and to make changes to the job posting prior to signing the contract. NDI is not responsible for any costs associated with the preparation, transmission or presentation of materials sent in response to this announcement. NDI welcomes and supports a diverse and inclusive work environment. The best candidate will be selected based on the above criteria regardless of age, disability, marital status, sexual orientation, gender identity or self-expression, etc.

NDI reserves the right to require any potential contractor to enter into a non-disclosure agreement. All information provided by NDI in this announcement is subject to change at any time. NDI does not warrant the accuracy of any item and is not responsible for any use of or reliance on the information provided in this announcement or for any claims made.

INFORMATION ABOUT NDI

The National Democratic Institute (NDI) is a non-profit, non-governmental organization that works to strengthen democratic institutions around the world by engaging civil society, promoting openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992. For more information about NDI, please visit: www.ndi.org.