Background

The National Democratic Institute (NDI) is a non-profit, non-governmental organization that works to strengthen democratic institutions around the world by engaging civil society and promoting openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992. For more information about NDI, please visit: www.ndi.org 

General overview of the position

As a member of NDI’s financial team in Ukraine, the Senior Finance Assistant plays an important role in providing comprehensive support to enable the effective implementation of NDI’s programming. Under the overall leadership and direction of the Finance Manager, the Head of Administration and Operations and Residence Director for Operations & Compliance, and ultimately Senior Country Director and Deputy Country Director, this role is responsible for providing support for finance and procurement in NDI’s Ukraine office. 

This position does not have supervisory responsibilities. 

Primary Responsibilities

Finance

• Prepare bank payments by reviewing financial documentation and processing disbursements.
• At times, assist with the preparation of staff salary (including vacations and per diem) calculations and verify their accuracy with GDIP in accordance with the Ukrainian legislation and internal policies of NDI.
• Provide cash advances/ disbursements
• Answer accounting procedure questions by researching and interpreting accounting policy and regulations.
• Assist in the preparation of monthly financial reports, reconciliation, and wire requests.
• Provide assistance during internal and external audits and respond to audit reports
• Respond to International Accounting questions and issues if they arise.
• Reconcile expenditures according to NDI financial policies and Ukrainian legislation.
• Carry out other tasks needed.

Procurement Process Management:

• Review procurement documents, including requests for quotations (RFQs), requests for proposals (RFPs), purchase orders, and contracts, ensuring accuracy and compliance with organizational policies and donor requirements.
• Coordinate with program teams to identify procurement needs and specifications, providing guidance and support on procurement planning and budgeting.
• Monitor and track procurement requests, ensuring timely processing and delivery of goods and services to meet programmatic objectives.
• Maintain procurement records and documentation in accordance with organizational policies and procedures, including vendor files, contract agreements, and procurement logs.

Compliance and Risk Management:

• Ensure compliance with Ukrainian financial legal requirements by studying existing and any new legislation, enforcing adherence to requirements and advising management on needed actions.
• Ensure compliance with organizational procurement policies and procedures, as well as donor regulations, throughout the procurement process.

Capacity Building and Training:

• Provide guidance and training to program staff on finance and procurement policies, procedures, and best practices, as needed.
• Stay informed of developments in procurement and finance related regulations and practices, attending training sessions and workshops to enhance knowledge and skills in procurement and finance management.

Required Skills and Experience

• Bachelor’s degree from an accredited university, preferably in the accounting, financing, or business fields;
• Knowledge about financial operations, and work experience or an internship in an accounting position;
• Fluency in Ukrainian; Strong written and oral communication skills in English;
• Interpersonal skills necessary to build relationships with all levels of staff, program partners, international personnel, and consultants;
• Ability to work both independently and as a member of a team;
• Working knowledge of Google Apps (Gmail, Calendar, Google Drive, and G+), and PC-based word processing and spreadsheet applications; Experience with NetSuite highly desired; and
• Willingness to work beyond normal working hours and travel domestically, when necessary.

Remuneration Package

NDI Ukraine’s salaries are subject to applicable employment taxes established by the government legislation. Gross salary reflects a 40-hour per week work schedule. Healthcare insurance coverage is available from the first day of employment. The full benefits of local staff members of the NDI-Ukraine office after the probation period include 20 days of paid vacation leave per year, paid sick leaves, and officially observed Ukrainian holidays.

Deadline: The deadline for the submission of the required documents is by close of business on July 14, 2024. Only selected candidates will be invited for a written test and a subsequent interview.

Interested applicants should submit CVs and motivation letters by filling in the online application form: https://forms.gle/1aZy2jHRQCspspMP8. 

The NDI Ukraine is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious, ethnic, and social backgrounds to apply to become a part of the organization.

The NDI Ukraine is committed to fostering a diverse and inclusive workplace, and encourages all applicants, regardless of their abilities, to apply to become a part of the organization.

NDI Ukraine has the authority to re-promote the vacancy, terminate the recruitment process, provide an appointment at a lower grade, or offer an appointment with a revised job description or for a different duration.