Consultant – Finance Manager At International Medical Corps

BACKGROUND TO THE ASSIGNMENT:

International Medical Corps, which has a history of providing healthcare services and training in Ukraine that dates back to 1999, is expanding its activities in the country and the surrounding region in response to the war there.

The situation throughout Ukraine is deteriorating rapidly as the conflict intensifies, prompting a sharp increase in humanitarian needs as access to essential services and supplies are disrupted and more and more people flee their homes. In addition, millions of Ukrainians have fled to neighboring countries, including Moldova, Poland and Romania, increasing pressure on host governments as they work to provide shelter and essential services to the new arrivals.

Our response activities will include operation of mobile medical teams and providing emergency and primary health services, mental health and psychosocial support, gender-based violence services, child protection, nutrition, and water, sanitation and hygiene. If requested, we also are prepared to deploy our Emergency Medical Team and mobile health facility to provide emergency and primary healthcare wherever it is needed.

PURPOSE OF THE ASSIGNMENT: Responsible for ensuring that financial management and accounting is in compliance with donors’ policies and procedures, development and oversight of compliance issues.

The below tasks and responsibilities are intended to describe the general nature and level of work being performed by persons assigned to this position. The level of work performed may varies depending on the complexity of country portfolio, as to the number of influencing factors and their interdependencies. Some of the factors affecting complexity may be size of country program (USD value and number of projects), variety of donors, interdependence and interrelations of projects, number of field sites, stakeholders, resources, country context, etc.

SCOPE OF THE ASSIGNMENT: Accounting and Finance Management

Works closely on day-to-day accounting operations and financial management functions in field offices ensuring these are performed in accordance with internal policy and procedures;
organize and develop country activities in finance, accounting, planning, internal control and audit, billing, credit control and cash collection,
Provide country management with the appropriate financial information in accordance with accounting procedures and donor regulations
Provide cash flow in country and ensure that cash needs are fulfilled. Communicate outstanding installments with the donor, as applicable.
Review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments;
Suggest formats for financial reporting to aid financial statement users to better understand the contents of the reports for decision-making and strategic planning purposes;
Ensure the maintenance of accurate records of financial transactions of the country office (main and field offices) in order to monitor financial status of all project activities;
Assist with the management of the country finance department to meet the financial reporting requirements of in-country management and Headquarters; This function includes ensuring that all financial reports are submitted on or before the deadlines set and contain relevant information for all the users of the financial reports;
Direct the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements;
Maintain the system of accounts ensuring all accounting data are updated, reconciled and fully supported;
Oversee training of finance staff and provide technical support to country program and logistics;
Assist and or prepare budgets;
Present & facilitate review of actual to budget expenditures with Budget Holders and other country management staff. As required, provide recommendations for budget realignments as required;
Ensure compliance with internal and donor regulations and procedures; enforce finance and supporting function policies, systems and procedures, and direct or perform their development, documentation, and implementation;
As applicable, work closely with HR in the recruitment and selection of qualified finance staff, recommend promotions, disciplinary action and termination of finance staff in consultation with supervisors;
Maintain open line of communications with all field and corporate staff, as applicable
Maintain frequent communication with Finance Administrative Director/Finance Director to ensure finance activities and objectives are communicated;
Work with program and logistics staff to ensure the coordination of programs are within budgeted targets;
Attend coordination meetings which are relevant to country activities;
Interface with national government and relevant agencies to ensure compliance with varying government regulations when necessary.

Representation

Serve as a liaison with donors on matters related to the program to ensure financial and programmatic accountability to donors;
Participate in donor meetings and communicate relevant information to Finance Administrative Director and Country Director;
Assist in activities to ensure maximum visibility of the agency amongst the NGO community;
Participate in the production of reports and ensure the timeliness and accuracy of information provided, as well ensuring confidentiality of sensitive information;
Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organizations Code of Conduct, ethics, values and stand-point with regard to internal and external actors.

Training / Capacity Building

Train national staff to increase their responsibilities in order to build capacity and ensure sustainability of programs
Advocate and plan for professional development for national staff

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Payment

Payments are delivery-based. Any deliverable not meeting the required specifications will have to be reworked and resubmitted at no additional cost. Payments are made upon submission of progress reports on completed tasks, outlined against planned outputs. Based on the report and satisfactory performance, payments will be certified by the supervisor.

Title Rights:

International Medical Corps shall be entitled to all property rights including but not limited to patents, copyrights and trademarks with regard to material, which bears a direct relation to, or is made in consequence of, the services provided to the organization by the consultant.

Insurance:

Consultants are fully responsible for arranging, at their own expense, such life, health and other forms of insurance covering their period of service on behalf of International Medical Corps as they consider appropriate. Consultants are not eligible to participate in life or health insurance schemes available to International Medical Corps employees

Taxation: International Medical Corps undertakes no liability for taxes, duty or other contributions payable by the consultant on payments under this contract.

Termination of Contract:

Either party may terminate this contract before the expiry date of the contract by giving notice in writing to the other party.

The period of notice shall be 5 days in case of contract less than 2 months duration and 30 days in the case of contracts for longer periods; provided however that the in the event of termination on the grounds of misconduct or the in the event of termination on the grounds of misconduct or poor performance by the consultant, International Medical Corps shall be entitled to terminate the contract without notice. In the event of the contract being terminated prior to its due expiry date, the consultant shall be compensated pro rata for no more than the actual amount of work performed to the satisfaction of International Medical Corps.

The position is based in Poland and may require in country travel based on security.

Code of Condut: As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps and donor compliance and ethics standards and adheres to those standards.

Safeguarding It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Job Requirements

Please note this position is advertised as a consultant with the possibility of moving to a national position under an employment contract

Additional Technical or Language Requirements

MISCONDUCT DISCLOSURE SCHEME

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

Consultants will be moved to employment contracts.

Permission to work in Poland is a must.