Finance Manager

MISSION :

The humanitarian aid organization Arzte der Welt e. V. is the German division of the international network Medecins du Monde/Doctors of the World (MdM). 

The MdM Network consists of 17 civil society organizations united by a shared vision: a world where health is recognized as a fundamental right.

Our Network operates more than 400 programs, both domestic and international, across over 70 countries. Around the world, we enable people whose health is in danger to access quality medical services.

MdM provides emergency medical aid in disaster and crisis situations, works collaboratively to ensure universal access to healthcare and, if possible, assists with reconstruction measures. The MdM Network works collaboratively to ensure universal access to healthcare. The network is also active in risk reduction and preparedness as well as long-term development co-operations in neglected regions around the world that receive little public attention. MdM ensures that its health services are provided equally to the most vulnerable citizens, refugees, internally displaced people and host communities, regardless of their ethnic, social, religious or political background. We provide care, bear witness, and advocate for social change, as well as fighting injustice. 

MdM has been operating in Ukraine since 2015, targeting the most vulnerable communities and people by improving access and quality of health care services for the population. Since February 2022 MdM has restructured its setting in Ukraine and adjusted the programme accordingly. Currently MdM GE maintains a coordination office in Dnipro and field office in Vinnytsia. The emergency response in Ukraine is currently implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors) to IDPs and strengthening the local health system through distribution of medicines and medical supplies to several hospitals and primary health care facilities.

GEOGRAPHICAL SCOPE OF INTERVENTION:

The Finance Manager is based in Dnipro. 

ORGANIZATION CHART

Line Manager: Operations Coordinator

Functional Manager: Operations Coordinator

JOB SUMMARY

This role provides leadership and oversight to all aspects of the Finance department in Dnipro and field offices, expected to take decisions in close coordination with the Coordination team

The Finance Manager is responsible for the management and strengthening of the national finance department of MdM Germany in Ukraine.

Leading the Finance Department of the organization’s program in Dnipropetrovsk, Vinnytsia and Donetsk Oblast will include managing and supervising the cash flow, forecasting and estimations of the budget, support in preparation of the budgets for the new projects, financial and partners management, preparation and lead on the audit in accordance with MdM policies and procedures, relevant donor requirements.

Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the General Coordination team in the translation of the identified financial needs, risks, and priorities and resources needed for the mission

RESPONSIBILITIES DESCRIPTION: 

CASH FLOW MANAGEMENT AND MONTHLY ACCOUNTANCY

 • Estimate the needs for funds and submit fund requests to HQ•                 Responsible for timely and reliability of the entries in WINPACCS Accountancy.

• Check and prepare the cash reconciliations and bank reconciliation monthly for each bank account and safes.

 • Responsible for closely follow up the reconciliation of unsettled items.  

        FINANCIAL MANAGEMENT 

• Prepare forecasts, estimations, and reports for the budget follow-up on a monthly basis: forecast and actual expenses monitoring according to annual reference budget and financing plan.

• Prepare reports for budget analysis (check over/under consumption) for project management decisions for Coordination team.

• Prepare forecasts, estimations for the preparation of new proposal with reference to financial matters (budget construction, financial parts);

•  Prepare data needed for the preparation of the annual budget of the mission according to MdM procedures (mission budget, allocation board);

• Prepare data needed for the preparation of financial donor reports in line with their guidelines.

       PARTNERS MANAGEMENT

• Ensure partners compliance with donors’ regulations on financial management.

• Ensure proper archive of partners financial documents.

• Support and train partners finance focal persons on donor rules and regulations.

• Support and train partners on the use of WINPACCS Cashbook

        AUDIT AND INTERNAL CONTROL

• Ensure compliance through MdM Germany existing internal control regulations, policies, and procedures

• Share propositions to address internal control deficiencies to the Coordination team

•  Identify financial risks and measures for mitigation

•  Organize refreshers on internal control for the staff involved 

•  Ensure compliance with all local legal requirements.

•  Preparation for internal and external audits, 

• Organize the audit process in compliance with donor regulations.

  LEADERSHIP AND TEAM MANAGEMENT

•  Supervise and lead the team, fix objectives, and carry out performance assessments, provide professional coaching if necessary   

• Oversee the team's career development: define training needs and provide guidance on professional development

        LEGAL AND ADMINISTRATIVE MANAGEMENT

• Facilitate the link between MdM Germany and the registration authorities

• Anticipate and ensure renewal of all administrative agreements, permits, authorizations, and privileges granted to MdM Germany by the various authorities.

Note: This list of activities is not exhaustive and may change depending on the situation

HIERARCHICAL & FUNCTIONAL LINKSHierarchical link: Operations Coordinator

REQUIRED QUALIFICATIONS:

Academic background: University degree in finance, business administration, human resources or a related field.

REQUIREMENTS:

• Language requirements: Advanced Ukrainian and English
• Computer requirements: Competency in MS Word and Excel.

EXPERIENCE:

The successful candidate must have:

• Minimum 2-3 years’ experience in a similar position
• Good knowledge of labour, accounting and tax legislation of Ukraine is a great advantage

Previous experience with NGO is an asset

COMPETENCE PROFILE:

• Ability to work quickly, under pressure, and with short deadlines
• Necessity to manage priorities and to adapt them daily according to the context
• Flexibility to adapt to changing requirements
• Cultural sensitivity and ability to work in a multi-cultural environment-
• Ability to listen and share decisions
• Sense of humour
• Good writing and communication skills
• Team player
• Alignment with principles and ethics of Arzte der Welt

AVAILABILITY

Incorporation date: ASAP

Fixed term contract with possibility of extension depending on funding

Only applications submitted in English will be considered.

If a response to the application is not received within 15 days, such application shall be deemed rejected.

Our organisation welcomes people with disability to apply and be part of our team. The candidates with disability will be given an advantage during the selection process compared to the candidates with the same level of qualification.

Please note:

Doctors of the World promotes equal opportunities for all people. We adhere to a policy of positive regard for people who, due to a functional difference or social and/or cultural backgrounds, belong to groups that are underrepresented in the positions offered.

Therefore, no candidate who meets the professional requirements will be excluded from the selection process based on functional differences, social or cultural origin, race or ethnicity, sex, gender, or any other social or cultural characteristic.