NIRAS is looking for a Finance manager and a Financial officer for a Swiss-Ukrainian UCORD project. These are full time positions based in Kyiv.

Duration of contract: 01.12.2023-30.11.2026

Location: Kyiv, Ukraine

Expected start date: 01st of December 2023

Description of the assignment context

The Ukraine’s Cohesion and Regional Development (UCORD) is a Swiss-Ukrainian project implemented by NIRAS Sweden AB with the support of Switzerland.

The overall goal of the project is that citizens, businesses and public authorities contribute to and equally benefit from effective and coherent regional development that fosters improved quality of life, resilience, peace and social cohesion in Ukraine.

The project consists of three components: 1) Support to regional development agencies, 2) Improved public services delivery with a focus on environment, 3) Social cohesion through culture.

Tasks

• • Maintain clear and up-to-date books of accounts that meet internationally accepted accounting principles ISA 800/805 and financial reporting standards
• • Manage operational funds, ensure adequate financial liquidity for the smooth running of the project activities
• • Prepare regularly monthly and consolidated financial and other required reports for the Project Leader (PL) review and submission to NIRAS in Stockholm
• • Prepare the money requests for the transfers from NIRAS Sweden to the project accounts in Ukraine
• • Maintain payroll and ensure timely payments of staff and all other payments
• • Ensure together with the SPOC, Finance Controller and PL that finance usage is strictly in line with the Project Implementation Manual and Grant Manual
• • Avail all necessary information during internal and external audit processes as may be required by auditors
• • Ensure proper and safe filing of all records and finance supporting documents including but not limited to invoices, receipts, acts etc. and contracts signed within UCORD
• • Ensure scanning, filling and archiving of all finance supporting documents as soon as any expenses is booked in to the finance report
• • Closely cooperate with Local office Finance Controller on the finance related issues
• • Logistical arrangements: planning trips, accommodations and lodging for the core team
• • Assistance in procurement of local providers for logistics and conference management
• • Coordination of local providers for logistics and conference management and quality check of their work
• Organise and coordinate different types of events such as study visits, info-sessions, conferences etc.
• • Provide other services of relevance for the implementation, as stated in the contract with SDC
• • Oversee the disbursement of core funds to RDAs and grant funds to beneficiaries ensuring compliance with stipulated guidelines and policies.
• • Regularly monitor the utilisation of grant funds by RDAs and beneficiaries to ensure accountability and proper allocation of resources.
• • Prepare financial reports detailing the distribution and utilization of core and grant funds to RDAs and other beneficiaries, for submission to the Project Leader (PL) and NIRAS in Stockholm.
• • Liaise with RDAs and other beneficiaries to address any queries or concerns related to core or grant funds allocation, usage, or reporting.
• • Offer training and guidance to RDAs and other beneficiaries on financial management, reporting requirements, and best practices to ensure compliance with the Project Implementation Manual and Grant Manual.
• • Reconcile grant funds disbursement and utilisation records periodically, identifying any discrepancies and ensuring they are addressed promptly.
• • Coordinate with the SPOC, Finance Controller, and PL to facilitate the periodic review and potential revision of core or grant fund allocation criteria or guidelines.
• • Set up regular communication channels with RDAs to discuss financial performance, challenges, and opportunities for improvements regarding grant fund management.
• • Collaborate with internal and external auditors during the audit of grant funds to ensure transparency and accountability in the management of these resources.
• • Proactively identify potential risks or issues in grant fund management and suggest preventive measures or corrective actions.

Qualifications

• • Advanced (Masters) University Degree in Finance/Accounting or a relative discipline
• • A minimum of 5 years of relevant experience in accounting, preferably in an international setting
• • Experienced in facilitating performance-based disbursements of funds (grants) to intervention partners via different mechanisms, i.e. direct awards (grants and service provision contracts), restricted and open calls
• • Having worked with a diverse range of intervention partners
• • Experience with budget supervision, budget reporting, and financial forecasts
• • Experience with running due diligence checks on intervention partners, and implementing measures to prevent corruption
• • Competence in consolidating data and writing evidence-based, results-oriented reports
• • High level of understanding of conflict-sensitive and culture-sensitive topics
• • Strong communication skills and fluency in written and spoken Ukrainian and English

Evaluation of response & selection

Interested applicants should send their proposals to NIRAS no later than November 8th, 2023 9 p.m. Kyiv time. The title of e-mail should contain the name of the position the applicant is applying for. Please apply asap as we will be reviewing the applications on a rolling basis.

Applicants must be independent and free from conflicts of interest in the responsibilities defined by this Terms of reference.

The proposal should contain the following documents:

a) A short explanation of the applicant’s suitability for the assignment (maximum one A4-page)

b) Up-to-date CV indicating relevant experience and qualifications, indicating at least three contact references.

The proposal should be submitted in English.

The selection will be done based on the expert’s competence and suitability – based on the requirements described above. Only short-listed candidates will be contacted to be followed by an interview with selection panel.

Proposals and questions should be sent by email to: [email protected]