Head Finance & Administration (F/M/D), 100%

Helvetas is an organisation specialized in development cooperation and humanitarian response, anchored in Switzerland. Our vision is a just world in which all men and women determine the course of their lives in dignity and security, using environmental resources in a sustainable manner.

Helvetas has been responding to the crisis in Ukraine since March 2022. In Moldova, where Helvetas has an operational presence since 2018, we implement a cash-based assistance program for refugees and host communities. The office equally serves as a support hub for our operations in Ukraine. In Ukraine, we are in the process of building up a comprehensive response with local partner organisations. The program currently has a sectorial focus on WASH & Shelter, to be complemented with other sectoral components such as FSL.

For setting up and managing all administrative services, we are looking for an experienced, engaging and dynamic professional as Head of Finance, HR & Logistics (f/m/d) 100%, based in Chisinau, Moldova.

The position holder will be responsible for the sound management of finance and administration for the programs in Moldova and Ukraine. Reporting to the Response Representative in Moldova, s/he will lead the Support Team and work closely with the team and partner organisations in Ukraine.

YOUR MAIN TASKS

Financial Management

• Ensure quality finance & administration systems are adapted & functioning for humanitarian programs in Moldova & Ukraine.
• Define & ensure updates of annual financial plans for the response
• Ensure accounting is maintained, incl. verification of all fund transfers, development & imple-mentation of office & project budgets, financial & liquidity planning, financial reporting & audits.
• Supervise timely preparation of monthly budget follow-ups as well as quarterly and yearly accounts including the monthly finance & management reports
• Identify & implement financial risk management practices & lead on donor financial compliance for the project offices
• Ensure operation of bank accounts & archival systems for supporting documents are maintained

Partner Finances

• Visit project partners in Ukraine & Moldova to carry out financial capacity assessments (due diligence reviews). Carry out spot checks & review financial systems
• Review partner accounts & financial reporting for compliance, monitor expenses & cash flow
• Provide support to partners with trainings & other capacity building as identified

HR

• Support representatives & HR staff in Moldova and Ukraine in recruitment of national staff
• Support HR department in management of visas/permits & logistical organization of expatriates and international consultants
• Ensure HR systems are implemented as per the organizational policies & in line with labor laws, i.e., recruitment procedures, performance reviews, salary scale, local payroll etc.

Administration & Logistics

• Support in regulatory matters including registration, tax obligations etc. for both offices
• Follow up on contractual agreements (house(s), office(s), vehicles etc.) & ensure timely renewal
• Ensure the smooth functioning of programme related administration
• Manage office, accommodation & supply requirements.

Leadership

• Lead the Finance/HR/administrative staff: Cultivating the team spirit & ensure a healthy work environment
• Line management of a team of Logistics Officer, HR Manager & Financial Officer
• Coach & support team members on the job as per their needs & requirements

YOUR QUALIFICATIONS

• Advanced university degree or diploma in financial management and accounting
• At least 5 years’ experience in a similar (international) position/level focusing on financial management with an INGO in humanitarian contexts
• Experience with Institutional donors such as SDC, UN, INTPA, SIDA, BMZ
• Demonstrated leadership & management skills: Ability to coach & support & to cultivate team spirit
• Proven familiarity with humanitarian donor requirements
• Advanced IT skills, especially 1C, Banana and/or Abacus accounting programs
• Flexible, innovative and sensitive to cultural values
• Very good oral and written communication skills in English; Russian is an asset
• Knowledge of the Moldovan/Ukrainian context is a distinguished added value
• Previous work experience in volatile environment, willingness to travel into Ukraine