Head of Finance / Керівник/ця фінансового відділу

Location: Kyiv, with travels to partner offices and project locations in Ukraine
Period: 24 months (with the possibility of extension)

ABOUT DKH

Diakonie Katastrophenhilfe (DKH) is a German non-government organization that renders humanitarian aid in 31 countries across the world. DKH supports people who are affected by natural disasters, war, and displacement and who are not able to cope on their own in the emergency situation they find themselves in. The work is guided by the Humanitarian Principles and the Core Humanitarian Standards (CHS). DKH focuses on locally-led responses by working through a global network of partner organizations. Fostering localized humanitarian action and an equal partnership approach lies at the very core of our work.

As DKH is not directly implementing humanitarian projects in Ukraine, it is committed to equitable and long-term partnerships, which strengthen local partner organizations’ administrative and technical capacities. DKH constantly seeks to facilitate mutual learning and capacity exchange, identify innovative and tailored models of cooperation, and shift power to partners and communities through the transfer of decision-making opportunities.

DKH is part of the Evangelisches Werk für Diakonie und Entwicklung e.V. (EWDE), an umbrella organization with a nationwide established Social Service Agency, one of the biggest welfare institutions in Germany.

WORK CONTEXT

DKH is opening its representation in Ukraine to work with government agencies, national partner organizations, and the wider humanitarian community to provide emergency response and resilience-building initiatives across the country.

DKH is already implementing humanitarian projects with selected civil society organisations in Ukraine. Currently, large-scale programming is ongoing and more projects are in preparation stage. The DKH Representation will be operating from its office in Kyiv.

Considering the elevated risks resulting from hostilities in certain regions of Ukraine and the volatile security situation in the country, staff must comply with all DKH safety/security and safeguarding policies and procedures.

PURPOSE OF ASSIGNMENT

The Head of Finance manages the DKH Finance team and develops and ensures adherence to sound DKH policies and procedures aligned with Ukrainian Law, donor compliances, and international best practices.

TERMS OF REFERENCE

Reporting: The Head of Finance will work under the supervision of the Head of Mission Ukraine and reports directly to the Head of Mission.

Responsibilities: The following tasks shall be fulfilled.

Development and implementation of DKH Finance Policies and Procedures for the setup of DKH Ukraine Office Financial Management systems aligned with Ukrainian Law, and back donor compliance.

Budgeting and Accounting

• Prepare and review DKH’s operational budget and financial reports on a monthly, quarterly, and annual basis
• Develop and improve internal financial controls, processes, and systems
• Supervise and audit payables and receivables, and ensure the accuracy of cash balances
• Review project proposals, budgets, and financial reports of implementing partners, and conduct ad-hoc financial reviews
• Prepare back-donor budgets and financial reports, and supervise the preparation and auditing of financial statements for the annual external audit
• Analyze budget variances, identify areas of concern, and provide financial management advice
• Review and verify monthly/quarterly account returns and balance sheet reconciliations for the program, and address any outstanding balances or significant/extraordinary movements in asset and liability accounts.
• Ensure timely preparation of payrolls in compliance with Ukrainian tax laws.

Risk Management & Compliance

- Flag potential areas of financial compliance vulnerability and risk to the Head of Mission Ukraine.

- Oversee due diligence in all aspects of the disbursements, receipts, and management of financial resources including responsibility for internal control procedures and cash flow management.

- Ensure correct and thorough application of accountancy procedures by the DKH team, including filing documents, allocation of expenses, voucher registration, balance checking, etc.

- Ensure appropriate and secure record keeping for financial transactions in line with DKH Standards, and statutory requirements.

- Prepare for and support both statutory and external project audits.

- Ensure the implementation of audit recommendations related to finance function in a timely, effective, and efficient manner, and report progress periodically.

Representation and Other Tasks

- Establish and maintain good relationships and networks with local authorities, counterparts, stakeholders, and any relevant partners for the collection of information, cooperation, coordination, and obtaining required registrations and permissions related to DKH operations, projects, and DKH staff.

- Lead interaction with external consultants in the fields of legal, audits, and accounting.

- Support DKH program staff in evaluating partners internal documentation and providing financial and compliance training

- Ensure effective and efficient implementation of accounting and financial policies and procedures.

- Support Fraud awareness training and messaging in the Programs.

DKH reserves the right to alter the responsibilities according to operational and programmatic demands and needs in line with the objectives of the office.

QUALIFICATION, EXPERTISE, AND SKILLS

(Certified) Accountant or Relevant university degree in finance, accounting, or related subject
Min. 5 years of relevant work experience in finance-related assignments with an NGO
Knowledge of Ukraine´s finance rules, labour law, and its legal and tax environment
Strong knowledge of financial tools and management; preferably QuickBooks, BAF
Very good computer skills (Excel, Word, Excel, Outlook, PowerPoint)
Commitment to the values of the Humanitarian sector; High interest in working in this sector
Ability to manage multi-tasks and supervise a team.
Able to maintain the highest level of confidentiality regarding work-related information
Personal values: integrity, commitment, respect for diversity, patience, and sense of humor.
Professional working proficiency in English (written/spoken) and Ukrainian is a must.
The remuneration follows nationally accepted standards.

ACCOUNTABILITY TO BENEFICIARIES

DKH team members are expected to support all efforts for increased accountability towards the beneficiaries while actively engaging communities as equal partners in the design, monitoring, and evaluation of projects.

APPLICATION

Kindly apply by sending your motivation letter and CV without any further attachments by email to Diakonie Katastrophenhilfe in the Berlin office: [email protected], and  [email protected] , using the reference “Position/title Name_Surname”, in the subject of your e-mail.

Further questions regarding the role kindly address to [email protected]

Only candidates residing in the country will be considered and only shortlisted candidates will be contacted.

Diversity is important to us. We welcome applications from people regardless of their ethnic, national or social background, gender, disability, age or sexual identity.