Deputy Finance Coordinator in HEKS / EPER Ukraine

HEKS/EPER Ukraine is an international non-governmental organization that implements humanitarian and development projects in Ukraine. We are currently looking for a qualified candidate for the position of  Deputy Finance Coordinator, to be based in Kyiv.

The Deputy Finance Coordinator will be responsible for overall financial management, ensuring sound budget development, monitoring, and compliance, as well as producing high-quality financial reports for both management and donors. The position plays a key role in strategic financial planning, safeguarding organizational resources, and supporting program teams with financial insights.

Tasks and responsibilities:

Financial Management:

• Oversee daily financial operations including payments, reconciliations, and accounting.
• Ensure compliance with organizational financial policies, donor requirements, and statutory obligations.
• Manage cash flow and liquidity to support program implementation.
• Maintain accurate and audit-ready financial records
• Track financial performance against approved budgets and milestones by developing and maintaining the systems and tools for tracking financial performance, including budgets, expenditures, and milestones achieved.
• Monitor actual expenditures against approved budgets on a regular basis, comparing variances and identifying potential discrepancies or areas of concern and sharing with the Finance Coordinator and Program managers. Guide project managers in expense monitoring and projections.

Budget Proposal and Partnership:

• Support preparations of new grant budgets and/or revising existing grant budgets for the country program under the guidance of the Finance Coordinator and working closely with program staff.
• Take charge of coordinating and guiding staff members involved in the budget development proposal process, ensuring alignment with organizational objectives and donor requirements.
• Ensure compliance with donor and organizational requirements. Stay informed about the specific requirements and regulations set forth by donors and the organization regarding budgeting and financial reporting.
• Review and interpret donor agreements, contracts, and guidelines to understand the financial requirements and restrictions applicable to each project and share with the Finance and Program staff.
• Liaise with Partners during budget development and coordinate with partners to review their budgets, address the comments from the donor and HQ, and ensure consistency in reporting formats and procedures.
• Provide support in managing and tracking all partner budgets and financial reporting deliverables, inform he Program Coordinators of any potential issues with spending and financial reporting

Award Administration:

• Monitor key indicators and project spending for awards. Review financial reports and documentation related to awarded grants or contracts, verifying compliance with donor requirements, organizational policies, and regulatory standards.
• Prepare donor financial reports in accordance with donor guidelines and regulations, ensuring accuracy in the breakdown of costs, supporting documentation, and adherence to invoicing timelines.
• Assist in program-specific financial audits.

Financial Reporting

• Prepare financial reports and flag any compliance in financial reporting and address them with the consultation of the Finance Manager.
• Liaise with the Finance Partnerships staff regarding any sub-award financial reporting or payment request as necessary.
• Laisse will update the reporting calendar with the Grants team and circulate it within the finance department.
• Be the focal point for financial reporting preparations and submission to donors.
• Ensure that financial reports are accurate, Project codes are up to date in the System and submitted on time in line with donor’s rules and regulations.

Other

• Ensuring donor regulations are adhered to for all aspects of the operations.
• Support project donor audits and donor project monitoring.

Requirements & Skills:

• Bachelor’s degree in finance, Accounting, Audit, Business Administration, or related field (Master’s preferred)
• At least 7 years of relevant experience in audit, financial management
• Experience working with donor-funded NGOs and partnerships
• Strong knowledge of donor regulations (e.g., USAID, ECHO, UN Agencies)
• Experience in risk assessment and internal control frameworks
• Excellent report writing, analytical, and communication skills
• Strong training/facilitation skills for staff and partners

• Fluency in Ukrainian and English at B2/C1 level.

• Advanced Microsoft excel skills 
• Knowledge of Microsoft Business Central is an asset

• No current political affiliation or civil servant/government position.

• Commitment to HEKS/EPER values, humanitarian principles, safeguarding, and ethical standards.

Safeguarding & Child Protection

HEKS/EPER prioritizes the safety and well-being of children and vulnerable persons. All candidates undergo background and reference checks to ensure full compliance with safeguarding standards. The organization fosters an inclusive, diverse, and respectful working environment for all employees.

HEKS/EPER offers : official employment, competitive and decent salary, social package in accordance with the Labor Code, equipped workplace, medical insurance etc.

The CV should be submitted in English only.

All the interviews for this position will be conducted in English.