WORK CONTEXT
CESVI is currently responding to the humanitarian crisis followed to the conflict in Ukraine.
The intervention is focused on the Protection and Psycho Social support of the most vulnerable population affected by the conflict. In particular, in Bucha district, CESVI is implementing a multi-sector intervention in collaboration with local partners. Protection and PSS activities are planned to continue along the year 2023 .
In this context, CESVI will also provide emergency support during the winter by purchasing and distributing food and no food items to sustain the population.
JOB DESCRIPTION
The collaboration will start in February 2023.
The main duty station will be the CESVI office in Kyiv, with frequent travels to Bucha (location of the project activities).
The Country Administrator will refer to the Head of Mission (HoM) in Ukraine and will work in close collaboration with CESVI staff in Ukraine.
At HQ-level the Country Administrator will work in close coordination with the Emergency Area Administrative Coordinator and the Emergency Area Manager.
The Country Administrator will manage local finance and administrative staff in Ukraine.
The Country Administrator is in charge of the punctual financial management & control, accounting and financial reporting to Cesvi HQ, donors and other stakeholders and promotes cost-effectiveness in project activity implementation.
Main tasks and duties:
o Financial monitoring of projects implemented in Ukraine
o Updating the Prime entry and Balance Forecast Update (BFU) on monthly basis of AICS project
o Every two months, submission of BFU to the HQ in collaboration with the AICS PM and under the supervision of the HoM
o Supervise local admin staff for the management of petty cash, cash book and bank books and signed (after verification) the reconciliation
o Prepare draft of interim financial reports and final financial reports of AICS project
o Assist PMs in the preparation of the cash flow needed and the Requests for Funds to the HQ or Requests for Payment
o Assist PMs in the preparation of the procurement plan for project management, its update and related procedures
o Organize training meetings on administrative procedures (for partners and local staff)
o Support PM/HoM in drafting new proposals
o Donors’ Audit and Expenditure verification and Country Audit for registration: Supervise the organization of Donor’s Audit requests and Expenditure verification in coordination with HQ, according to Cesvi external audit procedure
o Support the efficient office management
o Guarantee the correct HR management for local staff: supervise that staff contracts are defined according to local laws, revision of the monthly payroll and salary payments and verify the correct allocation of staff costs
o Apply Cesvi internal procedures in the Countries and contribute to their update and improvement in collaboration with the HoM and HQ
o Supervise that contracts are regularly registered by the competent authorities and that taxes and social insurance are deducted and deposited according to national tax regulation
o Update Share costs plan on quarterly basis in strict collaboration with HoM and Emergency Area Administrative Coordinator, when required
ESSENTIAL REQUIREMENTS
- University degree in accounting, finance, economics or related disciplines
- Minimum 5 years’ experience in financial and administrative management of cooperation and development projects
- Good knowledge of main donors’ administrative rules and procurement procedures, in particular AICS, ECHO, UNOCHA’s procedures
- Strong budgeting, financial management and accountancy skills
- Ability to prepare financial reports/ new budget proposal/ forecast and financial planning
- Experience in working with local partners, supporting and monitoring their financial and administrative skills
- Experience in managing grant contracts
- Communication skills with ability to work closely and support with CESVI local, expatriate staff and partners
- Solid diplomatic skills: ability to manage a variety of internal and external relationships, especially with partners
- Highly result oriented with the ability to manage workload and stress
- Self-motivated, able to take initiative, resilient and able to work independently
- Cross cultural awareness, sensitivity, and patience
- Flexible and with a positive attitude
- Fluency (written and spoken) in English
- Computer literacy, particularly in Microsoft Office Programmes such as Word, Excel and TEAMS as well as accounting packages & other database competencies
DESIRABLE REQUIREMENTS
- Prior experience in the Ukraine and/or other conflict-affected environments
- Prior experience in implementing short-term emergency humanitarian projects addressed to Refugees, IDPs and Returnees
- Experience in reinforcing existing procedures and systems for financial management and control, and reviewing them for efficiency when appropriate
- Skills in developing, delivering and evaluating training for staff members
- Fluency (written and spoken) in Italian
- Fluency (written and spoken) in Ukrainian
- COLLABORATION CONTRACT
- 6 MONTHS, RENEWABLE
- 3000 – 3300 € GROSS MONTLY SALARY
- GUESTHOUSE IN KYIV, UKRAINE
- R&R + PER DIEMS AS PER CESVI UKRAINE MISSION PROCEDURES
- VISA COSTS
- INSURANCE COVERAGE (SISCOS)
- 1 FLIGHT TO/FROM POLAND + TRANSPORT IN UKRAINE
SAFEGUARDING
CESVI has a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners.
CESVI commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. Safeguarding checks are part of the selection process performance.
HEALTH SAFEGUARDING
CESVI pays particular attention to safeguarding the health of all the human resources of the Organisation. Therefore, in order to protect its staff, an assessment of their suitability for the position in each mission is carried out before departure. Such assessment is done by the Occupational Doctor of the Organisation, who will also examine the vaccination coverage, including the anti-Covid19 vaccination.