Фінансовий/а координатор/ка з управління бюджетом, грантами та контрактами / Finance Coordinator – Budgeting, Grants and Contract Managemen

Метою посади фінансового координатора з бюджетування, грантів/контрактів та звітності (BGCR) є нагляд та координація адміністративного управління всіма бюджетами, грантами та контрактами, які виконує CARE Україна, включаючи підтримку в установці грантів, забезпечення дотримання правил і норм донорів розуміти та впроваджувати належним чином, підготовка та подання бюджетів донорів, підготовка та подання місячних бюджетних фінансових звітів проти фактичних. Він/вона контролює календар планування бюджету CO, розробляє операційний та головний бюджети та підтримує персонал програми у розробці бюджету пропозицій. Він/вона тісно співпрацює з програмними та фінансовими/бухгалтерськими командами, щоб переконатися, що всі кошти обліковуються точно, а статті програмного бюджету управляються належним чином. Це включає такі види діяльності, як: відстеження нагород, підготовка звіту про субгранти, моніторинг і подання, а також перегляд IPIAs і донорських грантів. Він/вона спілкується з питань контрактів з донорами, штаб-квартирою та членами CARE International (CI). Посада також забезпечує ефективне ведення всіх центральних файлів грантів і контрактів. Він/вона консультуватиме щодо потреб в укладанні контрактів на початку проекту, а також надасть чіткі рекомендації та підтримку щодо процедур завершення проекту та звітності.

Переконайтеся, що управління бюджетом проекту CARE Україна та фінансова звітність перед нашими донорами є точними та своєчасними. Загальний бюджет CO та внутрішні інструменти бюджетування є точними та надають вищому керівництву своєчасну та точну інформацію.

Посада підпорядковується безпосередньо фінансовому менеджеру.

Location: Lviv (Ukraine)

Reporting line manager: Finance Manager

Duration: 1 year extendable

Conditions: Employment contract, gross monthly salary between EUR 2,000 and EUR 2,300 depending on proven relevant experience for the post. Moving allowance to Lviv: EUR 600 lump sum (one time), applicable for staff recruited from outside the base. Annual leave of 28 days per fiscal year.

Starting date: ASAP  

CARE INTERNATIONAL

CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development confederations. Drawing on more than 75 years of experience, through its 21 Members, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice. 

CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls, and the areas of gender equality, diversity, and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. We recognize that power relations between people and within systems and structures are unequal and that these are entrenched in our broader systems, structures, and institutions.

 At the core of the CI Confederation is a globally distributed Secretariat, which provides coordination and support to its Members in areas including governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. In addition, the Secretariat represents the CI Confederation at the United Nations and the European Union, and with other external stakeholders.

Context in Ukraine

On 24th February 2022, Russia’s invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas controlled by Russian forces as well as cities under siege. Aerial attacks on military installations and critical civilian infrastructures are conducted in the whole territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with 6.24 million displaced within Ukraine and 7.68 million refugees having fled to neighboring countries. By October 26, OCHA had counted 17.7 million people in need of humanitarian assistance. 

CARE UKRAINE

CARE Ukraine prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs, local authorities, and when needed, INGOs with a longstanding presence in the country and access to hard-to-reach areas. CARE Ukraine deliberately and strategically prioritizes partnerships with local and national Women Led and Women Rights organizations (WLO’s/ WRO’s), further strengthening the Gender in Emergencies (GiE) principle and the Women Lead in Emergencies (WLiE) approach.

In the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE’s resources is dedicated to strengthening and supporting the capacities of local partners. 

As of November 2022, CARE Ukraine has established partnerships with twelve local/national organizations (incl. four WLO’s/WRO’s) and five international NGOs. From the more than 28 million that have been raised for Ukraine thus far, more than half is allocated to local/national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach 550,030 people, including IDPs and affected populations in hard-to-reach areas.

While CARE Ukraine’s office is currently located in Lviv, we are continuously working on strategically expanding CARE’s presence and reach with plans to open an office in Kyiv as well as field offices in Dnipro and Odessa, covering both the East and South of the country. 

Role Objectives

The purpose of the Finance Coordinator – Budgeting, Grants/Contracts and Reporting (BGCR) position is to oversee and coordinate the administrative management of all budgets, grants and contracts implemented by CARE Ukraine to include support to award setup, ensuring donor rules and regulations are understood and implemented properly, preparation and submission of donor budgets, preparation and submission of the monthly Budget vs Actual financial reports. S/he monitors the CO budget planning calendar, develops operational and the Master budgets and supports program staff in proposal budget development. S/he works closely with program and finance/accounting teams to make sure all funds are accounted for accurately and program budget line items are managed adequately. This includes activities such as: awards tracking, sub-grant report preparation, monitoring and filing and the review of the IPIAs and donor grants. S/he communicates on contractual issues with donors, HQ and CARE International (CI) members. The position will also ensure the effective maintenance of all central grants and contracts’ files.  S/he will advise on project start-up contracting needs, as well as providing strong guidance and support in project close-out procedures and reporting.

Ensure that CARE Ukraine’s project budget management and financial reporting to our donors is accurate and timely. Overall CO’s budget and internal budgeting tools are accurate and provide Senior Management with timely and accurate information. 

The position will report directly to the Finance Manager.

Key areas of accountability:

1. Budgeting, Forecasting and Proposal development:

• Prepare and regularly update the Master Budget in line with the current donor funding and ensuring that all the CARE Ukraine’s costs are included with proper allocations of the costs recovery to the different donor grants with clear indication of any gaps or surplus.  

• Coordinate new cost proposal development processes with respective Program Managers by developing budgets as per provisions of donor regulations, agreement guidelines, CARE DE’s budgeting guidelines and CARE Ukraine Master budget requirements. Work closely with program teams and making sure their inputs are properly captured in new budgets. Ensure proposal budgets/budget amendments are in line with donor regulations.

• Recommend or facilitate opportunities to help build staff capacity (especially program) in budget formulation/management.

• In Coordination with Finance Manager, assist the Business Development Manager and the proposal team in the proposal development process by reviewing all budget proposals to ensure compliance with CARE and donor requirements (e.g., allowability, allocability, reasonableness and accuracy of cost matching, program income issues).

• Participate in the development of CO’s budget guidelines and coordinate the preparation of consolidated budgets, including forecasts and future years budgets.

• Prepare the Donor Approved Budgets (DAB) forms for all new grants with complete workflow process and submit to SSC for uploading to PeopleSoft.

•  Extract the budget uploads, on a quarterly basis, from PeopleSoft to check and confirm if all the CO’s budgets are uploaded.

• Share the uploaded budget with all the Fund Codes, PIDs and Activity IDs in order for the program and grants team to properly code all the expenses to the right charging codes for each of the respective grants.

2. Country Office Donor Reporting:

• Compile the CO’s donor reporting schedule for all CARE projects through reviewing donor agreements/IPIAs and updating the agreement database regularly.

• Work with the  finance and program teams to ensure quality and timeliness of all financial donor report submissions.

• Document all donor reports in individual grant files.

• Make sure that the matching funds are identified as required in the donors’ contracts and are being charged in line with proper budget line item.

• Ensure that Project/Grants Managers or budget holders are aware of and provide donor specific requirements that need to be included into the financial reports.

• Ensure that financial exposures and non-compliance with CARE’s and donors’ regulations are brought to the attention of the CD, ACD’s, Finance Manager and respective Grants Managers.

• Meet regularly with the project/grants managers in reviewing the expense burn rates and make any necessary revision to ensure full compliance with donor requirements e.g. budget flexibility etc.

• Coordinate the collection of contracts receivables from donors and CI members (or return of any payables/unspent funds to donors) based on the IPIAs and donor contracts.This includes follow-up on relevant personnel or units for the necessary materials in support of the cash transfer requests. Ensure that all cash receipts are properly recorded.

3. Grants & Contracts Management:

• Support with the reviewing of all donor grant, sub-grants and contracts and ensure that all concerned staffs are aware of associated donor regulations, including reporting requirements. 

• Support the program team as appropriate, in the preparation of certain donor communications regarding grants and contracts intended for donors, CARE DE or partners.

• Assist with maintaining a CO donor reporting schedule and work with the Finance and Program teams to ensure quality and timeliness of all donor report submissions.  

• Ensure compliance by continually staying up to date on changes in donor and CI member regulations, and ensuring documentation and communication of all relevant regulations to unit members and program unit e.g. Project/Grants Managers.

4. Maintain records of CO’s grants and contracts:

• Ensure all grant/contractual information is securely archived yet available as and when required. 

• Prepare contracts for Grants and update them regularly. Assist in the review of IPIA’s, and share potential risks, missing or erroneous information to the Finance Manager, ACD/PS, ACD/P and the respective Program/Grants Manager(s).

• Maintain records of all CO grants and contracts; ensure all grant/contractual information is securely archived—yet readily accessible by authorized parties if required.  Ensure grant and contract documentation complies with CARE DE’s retention policy and procedures.

5. Preparation of the monthly financial/donor reports:

• Maintain project and donor database information and files in both hard and soft copies. 

• Extract the financial reports from PeopleSoft for each respective grant on a monthly basis, prepare the budget vs actual (BvAs) and share the needed reports to project/grants and Finance manager, ACD/P, ACD/PS and CD by 25th of each following month.

• Meet regularly with the project/grants managers to review the monthly financial reports in terms of burn rates, over/under expenditures, cost/no-cost extensions etc. 

• In coordination with Finance Manager prepare periodic reports to the donors, HQ and CI members as required.  

• Prepare quarterly reconciliation reports between grants and contracts reports and actual expenses by the end of the month following the quarter.

• Ensure compliance of all donor requirements as per signed contracts when reviewing expenses and preparing financial reports.

• Initiate the request to SSC for the issuance of new Fund Codes (FCs) & PID as needed.

6. Other duties and responsibilities assigned by the supervisor, but not limited to:

• Support other functions within Finance Department when required.

Requirements

• Bachelor’s degree in Finance/Accounting or related field.

• At least 5 years of professional experience in related field.

• High level of expertise in using Microsoft Word & Excel.

• Good communication and presentation skills.

• Well organized and ability to act in a professional and ethical manner.

• Knowledge and experience of gender equality, participatory approaches and sustainable development.

• Excellent communication and writing skills.

• Fluent in English and Ukrainian language is a must.

• Detail oriented and an ability to multitask

• Ability to work under pressure

• Ability to work on one’s own and complete tasks and produce high quality output.

• Ability to work in a team

• Customer focused, communicating with impact and managing performance effectively.

• Proactive in problem solving, initiating actions and making operational decisions.

Desired: 

• Master’s Degree in related field.

• Humanitarian/Development oriented NGO experience.

• Hands-on experience in using financial software such as PeopleSoft. 

Key Competencies: 

• Commitment to and understanding of CARE core values and principles.

• Interpersonal and networking skills.

• Pro-active and helpful attitude, ready to take on variety of new tasks.

• Ability to multi-task and managing competing priorities.

• Communication skills.

• Organization skills.

• Accountability.

• Building Commitment.

• Collaboration.

• Information monitoring.

Accountability within CARE:

A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:

• Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behavior protocols.

• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.

• Report any concerns about inappropriate behaviour of a CARE staff or partner.

Safeguarding:

Children and vulnerable adults who come into contact with CARE as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Gender equality:

CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.

How to Apply:

 Please send your complete application package (CV, motivation letter) only in English to <[email protected]>, no later than 03 May 2023, with Finance Coordinator – Budgeting, Grants and Contract Management as the subject title of your email.  Applications will be reviewed on a rolling basis. Female candidates are strongly encouraged to apply. 

Please note that only shortlisted candidates will be contacted.  References will only be contacted after the interview.