March 2002 version



TITLE: ?Head of Finance (International)TEAM/PROGRAMME: Finance UnitLOCATION: Sloviansk, UkraineGRADE: TBC CONTRACT LENGTH: 6 MonthsCHILD SAFEGUARDING:Level 3:? the post holder will have contact with children and/or young people frequently (e.g. once a week or more) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.ROLE PURPOSE: As a member of the Ukraine Humanitarian Response Senior Management Team (SMT) the role holder shares in the overall responsibility for the direction and coordination of the Humanitarian Response. The post holder leads the Finance Unit providing capacity building and mentoring to the staff reporting to him/her. The incumbent should work in close cooperation with program and support units, partners and stakeholders ensuring high-quality finance services and compliance with the legislation of Ukraine.The post holder will be accountable to the Country Representative for the provision of effective Finance services in programming contexts. The post holder will be responsible for ensuring compliance with Save the Children (SCI) global standards, policies, procedures and practices. The position also plays a key role in effectively supporting program implementation activities in line with the annual and country strategic plans and annual budgets. The Head of Finance is responsible to prepare a national successor by identifying and capacitating the relevant national staff in the first 3-4 months of his/her employment; the incumbent has to ensure effective handover of all responsibilities to his/her successor within the remaining 2-3 month period. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.SCOPE OF ROLE: Reports to: Country RepresentativeStaff reporting to this post: approx. 5 members of Finance Unit Direct: Finance Manager (national staff)Indirect : Finace Coordinator, Finance Sen Officer, 2 Finance AsisstantsBudget Responsibilities: n/aRole Dimensions: Save the Children in Ukraine implements humanitarian response mainly focused on the contact line in both Government Controlled Area (GCA) and Non-Government Controlled Area (NGCA). The Humanitarian Response team consists of 60 staff of which 55 are national staff. The funding portfolio for Ukraine is estimated at 4-5 mln. USD. Emergency Response of focuses on multi-sectorial interventions namely Child Protection, Education in Emergencies, Health; Shelter/NFIs and FSL.KEY AREAS OF ACCOUNTABILITY : As a member of the Senior Management Team, contribute to:Leadership of the Ukraine Humanitarian Response office and Finance Unit Development of an organisational culture that reflects our full mandate values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and strives to deliver outstanding results for children and excellent customer service for colleagues, partners, members and donorsSupports the design and implementation of a coherent organizational structure that is appropriate to program needs and consistent with agency practices Ensures Ukraine Humanitarian Response complies with all Save the Children policies and procedures outlined in the Program Quality FrameworkEnsures that all required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Regional Office finance department.Works closely with the Program Operations and Risk Manager to ensure all organizational units receive effective finance services. Maintains an oversight of the Ukraine Humanitarian Response budget in collaboration with other SMT members.Ensure effective delegation of authority exists within the Ukraine Humanitarian Response and is understood and implementedPlanning and BudgetingIn close collaboration with the Finance Manager and Operations, PDQ, Awards Management, Logistics and Communications staff lead on development of annual plans and budgets and support the development of budget for new funding ensuring that funding gaps are addressed.Identify and effectively manage key financial risks related to delivering the Humanitarian response program. Discuss and propose mitigation measure to the Country Representative and address them throughout financial planning process.Ensure appropriate and adequate emergency finance management procedures are in place in the Contingency Plan in order to enable rapid scale upProvide guidance to the Extended Senior Management Team (ESMT) for master budget development and planning. Involve the national Finance Manager in this process.Financial Accounting, Reporting, and ControlWith active involvement of the national Finance Manager (FM), ensure effective Financial Management system in Ukraine Humanitarian Response operations; Work with Middle East and Eastern Europe Regional Office Finance Department to ensure adequate financial control systems and procedures required for emergency responses operations, including meeting all relevant responsibilities in the Rules and Principles for Emergency Response. Ensure appropriate and adequate emergency finance procedures are detailed in the Ukraine Humanitarians Response Plan and Contingency Plan to enable rapid scale up or scale down.Guide the national FM and ensure maintenance financial management system (Agresso), including timely posting of all transactions and reconciliation of balances.Together with national FM ensure timely and accurate preparation and submission of all required financial reports, including monthly reports and periodic reports to regional office, members and local authorities. Ensure preparation and submission of other finance information and customized internal reports, preparation of detailed forecasts for ending awards, respond to findings and recommend resolutions or actions.Involve the national FM in effective collaboration with the Awards Team to apply proper cost allocation methodology and ensure that all expenditures are Allowable, Allocable and Reasonable. Train the national FM on principle of budgetary control.Involve national FM in assisting Awards staff in conducting financial analysis and reconciliation of awards and sub-awards. Ensure that systems are in place for the control of all assets, funds, equipment, property, and facilities; Oversee key aspects of the Ukraine Humanitarians Response office bank accounts and cash. Perform control over wire transfer orders for payments to suppliers of goods and services. Oversee bank account and office cash reconciliations. Ensure availability of funds for the Ukraine Humanitarian Response office programs and operations at all times.Oversee obligations of all tax related issues including staff and contractors’ income tax, VAT (if applicable), social security payments and other tax obligation deriving from the Ukraine Humanitarian Response office activities. Ensure preparation of monthly and annual reports to local Tax Department in accordance with local law regulations and requirements. Continuously study, follow up and always be aware of changes and/or modification of tax legislation and report to the Country Representative when such changes take place. If required, advise on changes in procedures to comply with local tax law and regulations.With active participation of national FM, ensure development and adaptation of finance policies and procedures to maintain well-controlled environment and segregation of duties. Contribute to development of expenditure procedures, especially around procurement; documentation and control procedures; conduct relevant finance training for finance and non-finance staff. Act as focal point for coordination of financial audits in relation with operations and assist Country Representative during any internal or external audit.Staff Management, Mentorship, and Development – Support ServicesEnsure succession and development plan is set for the national Finance Manager to lead Finance Unit independently. To this end, incumbent must ensure that technical skills of a national successor are built within the first 3 months, with the remaining 3 months devoted to capacitation of the successor in management and leadership.Ensure appropriate staffing within Finance Unit, coordinate effective recruitment, training, and promotion of staff as appropriate and ensure professional development of staff. Provide guidance, mentoring and technical support to all staff in the Finance Unit; ensure regular feedback to direct reports focusing on issues but also on positive achievementsIdentify knowledge and skills gaps in direct reports and other members of Finance Unit and address then through SCI’s Learning & Development opportunities. Manage the performance of all staff in the Finance work area through: Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;Coaching, mentoring and other developmental opportunities;Recognition and rewards for outstanding performance;Documentation of performance that is less than satisfactory, with appropriate performance improvements/ workplans or other actionsBEHAVIOURS (Values in Practice)Accountability:holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children valuesholds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.Ambition:sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the samewidely shares their personal vision for Save the Children, engages and motivates othersfuture orientated, thinks strategically and on a global scale.Collaboration:builds and maintains effective relationships, with their team, colleagues, Members and external partners and supportersvalues diversity, sees it as a source of competitive strengthapproachable, good listener, easy to talk to.Creativity:develops and encourages new and innovative solutionswilling to take disciplined risks.Integrity:honest, encourages openness and transparency; demonstrates highest levels of integrityQUALIFICATIONSUniversity Diploma in Finance or AccountingEXPERIENCE AND SKILLSEssential Previous Save the Children experience with a very strong background in Finance with hands on Agresso knowledgeA minimum of 2 years financial management experience in a corporate or an INGO environmentAbility to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in emergency contextWillingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergenciesDemonstrated credibility with colleagues and stakeholders at all levels of an organizationExcellent oral and written communication skills in EnglishStrong interpersonal skills with the ability to demonstrate skills in leading a multi- disciplined team through a period of changeLeadership skills, including the ability to supervise and motivate qualified professional staff with strong personal value systemsAnalytical, decision making and strategic planning skills and the ability to handle multiple prioritiesAbility to coach, mentor, delegate appropriately and provide developmental guidance to supervised staffTeam building skillsCompetent level skills in core IT applications, particularly MS OfficeA commitment to the values and principles of Save the ChildrenHigh level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children.DesireableFluent in Russian/Ukrainian a distinct advantageAdditional job responsibilitiesThe duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.Equal Opportunities The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.Child Safeguarding:We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.Health and SafetyThe role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.JD written by: Parviz ShomirzoevDate: July 2017 JD agreed by: Irina SaghoyanDate: July 2017 Updated By:Date:Evaluated:Date: ................
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