Head of Finance / Head of the financial department in HELVETAS Swiss Intercooperation

Helvetas Ukraine is looking for a Head of Finance who will be responsible for ensuring financial and administrative compliance, effective resource management and team development. In this role, you will monitor compliance with local legislation, organizational policies and donor requirements, organize financial and administrative processes, coordinate the work of financial staff and provide strategic advice to office and project management. Your work will contribute to effective decision-making and reporting at the project, national, and institutional levels.

A detailed description of responsibilities and expectations is provided below.

Helvetas Swiss Intercooperation is a Swiss international development organization present in 35 countries across Africa, Asia, Latin America, and Eastern Europe. It’s activities are focused on sustainable development initiatives, infrastructure recovery, economic recovery, and resilience.

Helvetas applies a nexus approach, engaging civil society, government, and the private sector.

In Ukraine, Helvetas implements programs for economic recovery and development and supports the rehabilitation of housing and water infrastructure in communities. Our solutions are grounded in strong analysis of Ukraine's labor market and economic trends, ensuring effective, sustainable and scalable approaches to recovery.

Helvetas currently operates in the Kyiv, Kharkiv, Chernihiv, Sumy, Dnipropetrovsk and Poltava regions and plans to expand its activities. Working at multiple levels, Helvetas collaborates with national and local authorities, businesses, and a network of civil society partners to deliver on its objectives.

Overall goals

• Compliance: Management:Execute financial and administrative procedures in compliance with organizational rules, local legal framework and donor requirements in an efficient manner by ensuring good coordination between all actors involved in different processes, including high quality accounting, audit, as well as financial monitoring of the program

  portfolio and Program Office (PO). The work of the HoF contributes to effective decision-

  making and reporting at project, country and institutional levels.

• Strategic guidance and talent management: The HoF ensures the development of

  knowledge and capacity in financial management within the country and the broader

  organisation and coordinating necessary capacity building. The HoF also leads financial

  staff in the country, which are subordinate to the HoF, and ensures their performance and

  personal development, including regular staff appraisals. The HoF also advises and

  supports the management and key staff in the PO and Projects on finance management

  topics.

• Other: Provide support to the BD team for the development of new projects’ budgets and any other task assigned by the CD/ED or Regional Finance Manage.

Main tasks:

1. Compliance: 
1.1. Compliance and Internal Controls: 

• Ensure compliance with local tax regulations, accounting standards, and internal policies. 
• Implement internal financial controls to safeguard assets and ensure efficient use of resources. 
• Supervise the proper conduction of internal controls at all levels (PO/PR) and ensure compliance with the organization internal controlframework and financial regulation 
• Ensure compliance with donor financial reporting requirements and agreements. 
• Ensure compliance with bank regulations and other financial sector laws (e.g. anti-corruption or money laundering).

1.2. Compliance with legal regulations 

• Coordinate the obtaining of necessary formal permits and authorizations
• Ensure timely compliance with formal NGO procedures with the respective State Institutions/authorities 
• Ensure legal compliance in matters related to profit tax, VAT / service tax and other applicable fiscal laws and timely submission of reports to the relevant tax authorities.

1.3. Reporting and Audits: 

• Prepare and submit monthly, quarterly, and annual financial reports to the respective stakeholders. 
• Maintain all financial records, ensuring transparency and accuracy. 
• Provide financial analysis and updates to the management and other stakeholders. 
• Responsible for overseeing the opening, maintenance, reconciliation, and closure of PO bank accounts to ensure accurate financial management and compliance with regulatory requirements. 
• Lead the external audit processes, ensuring proper audit planning, preparation, coordination and reporting as well as management response, track and support follow up, leading to full closure.

2. Financial Management:

2.1. Financial Management and Oversight:

• Oversee the preparation and monitoring of the country office’s budgets.
• Ensure the timely and accurate RAPs (Rolling Annual Plan) process, review and approval 
• Ensure proper financial planning, monitoring, reporting, and forecasting for the country projects portfolio, matching organizational standards and donor requirements.
• Develop and ensure the effective implementation of PO’s cost sharing and cost recovery mechanisms. 
• Review and approve financial reports and statements in line with donor requirements, local laws, and organizational policies.
• Ensure timely compliance with statutory requirements to various regulatory authorities
• Maintain relation with bank institutions and other financial institutions and regulatory authorities of the banking sector.

2.2. Cash Management:

• Manage country office cash flow, ensuring funds are available to meet programmatic needs.
• Oversee the disbursement of funds, ensuring timely payments and processing transactions.
• Ensure appropriate and correct fund request as per cash flow need at country level.
• Monitor and optimize cash balances in local accounts of project offices.

2.3. Financial Monitoring and Evaluation:

• Monitor / Track all projects financial performance at regular intervals, reviews of budget vs. actual expenses, analyze and closely monitor the exchange rate, analyze key indicators and provide inputs, guide and advise CD to implement corrective actions.
• Analyze financial data is used in the project’s monitoring (field visits) and evaluation processes to assess the efficiency and effectiveness of spending.
• Conduct regular financial monitoring visits to the project offices to assess the ICS and financial performance of the project.
• Participate as a key member of the Partner Assessment and Procurement Evaluation Committees to ensure all financial considerations, compliance requirements, and budgetary implications are thoroughly assessed and integrated into decision-making processes.
• Plan and conduct regular partner monitoring safeguards and guidance to Project teams against diversion, loss, or misuse of project funds.

2.4. Stakeholder Management and Coordination with the Projects:

• Act as the main financial point of contact with HO, donors, local governments, banks, and other stakeholders.
• Coordinate with project managers to ensure that financial aspects of programs are aligned with budget plans.
• Ensure financial information is available to the management for planning and reporting purposes. 
• Ensure that financial reports submitted by implementing partners comply with both internal policies and external regulatory requirements.
• Ensure donor reports are accurate, on time, and aligned with the donor’s guidelines.
• Respond to HO and donor queries on financial matters and provide explanations as required.

3. Strategic guidance and talent management

3.1. Strategic focus and team management:

• Provide financial analysis and insights to inform strategic decisions at the country level. 
• As member of SMT (Senior Management Team), coordinate with senior management to align financial strategies with programmatic and organizational goals.
• Provide input into finance strategy, financial planning, including long-term sustainability planning.
• Support the elaboration of competitive and reasonable budgets in the acquisition process.
• Supervise and lead the PO finance team, organise regular meetings, ensuring smooth working relations and efficient management of the organization.
• Ensure technical supervision and support to the finance officers and/or PFMs.
• Conduct performance appraisals for PO finance team members.

3.2. Training and professional development:

• Provide training and capacity building for country staff to improve financial management skills and knowledge.
• Keep staff aware and informed of changes in HSI HO accounting system/structure/procedures through training sessions/presentations
• Advise the partners of the organizations in: i. Preparation of budgets, review /monitoring and measurements ii. Strengthening of its systems and procedures iii. Training to facilitate strict compliance and timely reporting iv. Provide regular training for the implementing partners on Helvetas policies, ICS, best practices and relevant donor rules and regulations.
• Train and orient key staff members on sound compliance procedures and practices, internal policies, and donor requirements.
•  Train and support the team members in increasing their professional capacity in financial management, budget monitoring, accounting, and sound financial practices

Key qualities for success in this role:

• Higher education in finance, such as Degree in Economy and Commerce, Finance or Executive management or Business Administration.
• Solid knowledge of national tax legislation
• Solid knowledge of Labour law
• Solid knowledge of budgets and budget monitoring
• Finance Controlling
• Minimum 10 years of experience, of which 5 years of finance management
• Good knowledge of donor requirements
• Proven knowledge of the Country’s anti-corruption regulations and measures
• Independent and well-structured mode of operation
• Ability to communicate effectively and to adequately distribute workloads among team members
• Very good knowledge of English & Ukrainian in speech and written.

We offer:

• A competitive salary commensurate with qualifications and experience.

• Medical insurance to ensure your health and safety.

• Access to psychological support services to help maintain well-being during challenging times.

• Coverage of professional training and development courses for continuous growth.

• A hybrid work format allowing a combination of office and remote work.

• English language courses to improve proficiency.

• An office located just a 2-minute walk from the metro station, equipped with reliable internet, a generator, and a shelter for safety.

We’re Hiring – Inclusive Opportunities! 

At Helvetas, we believe that diversity and inclusivity make us stronger. We welcome professionals with disabilities and are ready to provide a supportive and accessible work environment.