Field Finance and Administration Manager – Ukraine

Field Finance and Administration Manager – Ukraine

For over 30 years, and through our work in more than 100 countries, the American Bar Association Rule of Law Initiative (ABA ROLI) has sought to strengthen legal institutions, support legal professionals, foster respect for human rights, and advance public understanding of the law and citizen rights. In collaboration with government agencies, the judiciary, lawyers, bar associations, legislatures, and civil society, we design programs that are responsive to local needs and that prioritize sustainable solutions to pressing rule of law challenges.

To learn more about our work in Ukraine, please visit https://www.americanbar.org/advocacy/rule_of_law/where_we_work/europe_eurasia/ukraine/

Job Summary

ABA ROLI is looking to hire a local Ukrainian expert to fill the Field Finance and Administration Manager (FFAM) position for the new five-year “Healing & Accountability through Human Rights Activity” funded by the United States Agency for International Development (USAID). The purpose of this new activity is to help Ukrainians achieve justice and address social divisions resulting from Russia’s full-scale invasion. The activity will support processes aimed at accountability for war crimes, foster dialogue on difficult questions related to post-conflict recovery, and begin healing and reconciliation using human-rights-based approaches, including transitional justice tools. This position is based in Kyiv, Ukraine.

Under the supervision of the Chief of Party (COP), the FFAM will work with ABA ROLI program and finance teams in Washington, DC to provide financial and administrative management of the program. The FFAM will be responsible for the management of all financial transactions and will assist in monitoring the program field budget and expenditures. The FFAM will ensure that all costs incurred are reasonable, allowable, and allocable. The FFAM will be responsible for overseeing the daily work of an approximately five-person grants, finance, procurement, and operations team. The FFAM will work closely with the COP to ensure compliance with USAID and ABA ROLI policies and procedures. The FFAM will also work to oversee personnel management and ensure compliance with local laws. The FFAM will also be responsible for operational administration, logistics, procurement, budgeting, program finances, and property management.

Principal Duties and Responsibilities:

• Organize, oversee, and manage all financial and operational aspects of the program including, but not limited to: administration, human resources, logistics, procurement, budgeting, and property/inventory.
• Ensure compliance with all local laws and regulations, including but not limited to ABA ROLI registration and taxation, and act as liaison with government agencies regarding project administration related matters.
• Monitor current expenditure levels compared to the budget and promptly notify of potential overspending or underspending. Ensure effective cost control for ABA ROLI.
• Consolidate cash projections for the project’s financial requirements, including procurement, project activities, payroll, subcontracts, grants, maintenance and repair services, staff local travel, and projecting costs, and cash needs on a monthly basis.
• Manage office funds, including bank accounts, emergency funds, and petty cash.
• Review inventory records of non-expendable equipment and submit yearly non-expendable equipment report.
• Ensure a compliance check, documenting, and proper recording in Chrome River of all payment transactions, including preparation of monthly financial expense reports.
• Maintain the office cash and bank accounts, conducting monthly bank and cash reconciliations.
• Act as focal point for daily banking matters.
• Lead and oversee office HR responsibilities, including the drafting, executing, and managing of contracts for staff, consultants, and vendors as well as maintenance of resident staff timesheets and tracking leave time. Preparation of monthly staff payroll.
• Oversee program procurement, service contracts, and grant awards to ensure compliance with USAID, ABA ROLI policies and local regulations.
• Oversee capacity building and mentorship of subgrantees on their financial management including conducting compliance reviews of subgrantees’ quarterly and annual financial reports.
• Monitor program and office spending for the duration of the program.
• Ensure timely payment to vendors in compliance with ABA ROLI policies and procedures.
• Ensure transparency in all procurement processes, adhering to relevant donors’ requirements, local laws, and ABA ROLI’s internal regulations. Develop and uphold best practice standards.
• Lead all recruitment and HR management.
• Draft necessary USAID approval requests.
• Provide support and advice on all operational issues and programmatic issues as appropriate to the Chief of Party and all local staff.
• Ensure project’s compliance with USAID’s Guidance for Obtaining Exception from Taxation.
• Other related duties, as required.

Required qualifications:

• Excellent oral and written English language communication skills required.
• Master’s degree in Finance and/or Accounting or other relevant area is required.
• At least eight (8) years of financial management experience within an international non-governmental organization or multilateral institution.
• Minimum of five (5) years of experience working on USG-funded projects in a management and supervisory capacity.
• Experience and familiarity with general auditing principles and standards.
• Experience establishing internal controls for effective cash management.
• Experience with, and knowledge of, U.S. Government procurement regulations.
• Strong understanding and experience with USAID’s financial management policies and procedures with regard to financial reporting, procurement processes, and grants management.
• Experience with preparing and forecasting budgets.
• Experience with managing and mentoring staff and working within a team composed of administrative, financial, and programmatic staff.
• Experience in human resource management and/or office administration.
• Advanced skills in QuickBooks, Chrome River, MS Office.
• Experience working with small grant programs preferred.
• Ability to work under difficult conditions while maintaining security awareness.

How to apply

To apply, please send your CV to roli-ukraine-recruitment@americanbar.org by May 29, 2024. Please include the name of the position and country (Field Finance and Administration Manager – Ukraine) in the subject line.