Head of Finance – Ukraine

TGH background

« Actor in a sustainable and shared solidarity »

Founded in 1994, TGH is a French association for international solidarity based in Lyon. It designs and implements emergency, rehabilitation and development programmes in the fields of water, hygiene and sanitation, food security and rural development, socio-education and psychosocial support. TGH is currently active in 10 countries in Africa, Europe and Asia.

Context

On February 24, the Russian president announced a special military operation to demilitarize Ukraine. Minutes later, missiles/air raids hit all of Ukraine, including Kiev, shortly followed by a massive ground invasion from several directions, in a major escalation of the 2014 conflict and resulting in the siege of several major strategic Ukrainian cities such as Chernihiv, Kharkiv, Kherson, Kyiv, Mariupol, and Sumy. The Ukrainian president has since enacted martial law resulting in the general mobilization and management of the country by the military.

From September UAF (Ukrainian Armed Forces) pushed back the aggressor in the east and south of the country with the recapture of some strategical cities. Meanwhile, RF forces continued their offensive with strikes across the country. In response, on September 21st, Vladimir Putin announced the partial mobilization of 300,000 people to reinforce the invasion of Ukraine. Then, from 23 to 27 September 2022, the authorities of the separatist republics of Donetsk and Lugansk, as well as the administrative authorities installed by Russia in Kherson and Zaporizhia oblasts, hold annexation referendums in the occupied territories of Ukraine that are widely regarded outside Russia as sham referendums. The results, although disputed by the international community, are all over 95% in favor of annexation. On 30 September, Vladimir Putin signed the annexation decree.

Today, the ground fighting remains very intense, taking on a « trench warfare » character and is concentrated mainly concentrated in the eastern and southern regions.

From a humanitarian perspective, the most pressing needs identified include:

• cash and access to financial support
• psychosocial support for a weakened mental health and limit the risk of irreversible
• medicines and medical supplies
• Shelter / NFI
• Winterization

Presentation of the mission

TGH is present in Ukraine since 2015. Established in Kramatorsk (East), TGH’s interventions were targeting the most vulnerable populations along the contact line employing traditional and innovative modalities as follows:

• Provision of electronic vouchers (e-vouchers for food, hygiene or dual-purpose e-vouchers), an innovative modality with application of mobile phones and web-money-based interface
• Cash for Work (rehabilitation or social work)
• PSS
• Documentation support (restoration or obtaining of official/legal documents)
• Provision of basic humanitarian assistance: food and hygiene kits, in Donestk, NGCA

Following February 24th, TGH mobilized its teams on the ground and at headquarter to develop an emergency response to meet the most immediate needs of the affected populations. To this end, TGH has quickly started various assistance program to cover the basic needs and respond to the psychological distress of the affected households and individuals. To implement these activities in the most affected areas of Ukraine, TGH has developed and reinforced the collaboration with local partners that are essential and take a crucial place in the global response. Currently, TGH is implementing 2 different projects: 1 funded by BHA in consortium with 4 other French INGO, 1 funded by CDCS, while others are under discussion. Annual budget about € 8 Million.

Initially operational in Ukraine from Kramatorsk, the team has been relocated to Lviv where the coordination TGH’s office is. In 2022, TGH opened 4 sub-offices, in Lviv, Vinnitsya, Cherkasy and Dnipro in order to be closer to the beneficiaries and ensure a proper implementation and follow up. Since August 2023 TGH has also a flat for visitors in Kiev.

TGH is a member of the following Clusters and Working groups: Protection, Age and Disability Working Group (ADWG), Mental Health and Psychosocial Support Working Group (MHPSS WG), Food Security and Livelihoods Cluster (FSLC), Agriculture Working Group, Cash-based transfers Working Group (CBTWG) and WASH cluster.

Job description

Under the supervision of the Deputy Country Director for support, the Head of Finance is responsible for the sound financial, accounting and budgetary management of the mission. He/she will be managing the national finance team.

For this purpose, main activities are:

Financial, budgetary and accounting management

• Responsible of all aspects relating to finance, including budgetary and accounting elements, as well as the mission cash flow in link with the D.CD for support.
• Lead the preparation of budgets and financial reports and provides support during external audits. Keep the HQ management informed on all important issues on a timely basis.
• Supervise and guarantee the accuracy of the monthly financial accounts closure process and ensure timely, complete, and accurate submission to TGH HQ.

• Manage all mission budgets, proposal, financial reports, monthly accountancy closure, cash flow forecast.
• Manage the cash flow between bases and coordination office in Lviv and prepare cash requests to HQ.
• Ensure TGH’s financial procedures are in place and followed.

• Provide specific training sessions to the Administration team on, finance procedures.
• Provide briefing to new expatriates and national staff on financial tools and TGH procedures.
• Ensure a clear archiving of all accountancy and administrative documents.
• Supervise partner financial management.
• Perform the role of technical advisor at country level and take final decision in concertation with the D.CD for support and Country Director.

Logistics

In collaboration with the Head of logistics:

• Ensure the respect of internal and donors’ purchase procedures.
• Ensure a check on the documentation of purchase procedures.
• Contribute to procurements if required.

Donor Reports

• Closely monitor grants to ensure that no grants are overspent or under spent.
• Preparation of donor reports by the due dates.
• Analysis of actual to budget results to identify problems in accounting or compliance.
• Review of the results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
• Prepare and conduct financial audits, when required.
• As and when needed, contribute to writing financial reports and compiling data for financial reports.

Staff management

• Manage and supervise the team under his/her supervision.
• Conduct the Appraisal Interview of the team under his/her direct supervision.
• Organize with the HR department and participate in the recruitments of the finance team.
• Identify capacity building needs for the team and partners and provide direct support through training sessions.
• Ensure good internal coordination and communication, including at least weekly meetings with the team.
• Make field / base visits as often as needed.

 Coordination

• Centralize and diffuse information within the mission and to headquarters for all financial aspects of the mission, and consolidate the internal and external reporting for these domains.
• Coordinating the activities of Finance and Administration in the field to ensure quality financial records coming from the field. This includes capacity building of field staff based on needs identified by Field Managers in the field and development of financial system specific to a particular sub-office.
• Work with operations and program staff to prepare grant budgets to support new proposals and work closely to the operation team to ensure budgets monthly follow up.
• Provide some additional support to the admin/finance/HR team when the D-CD for support is absent.
• Attend internal coordination meeting
• Attend external inter-NGO administration coordination meetings when needed.
• Attend bi-lateral meeting with donors, partners, and authorities when needed

Security, working and living conditions

Despite the fluctuating security situation in Ukraine, the environment in Lviv is relatively calm and travel on foot or by taxi is permitted in the city center and it is possible to go out in bars, restaurants. There is country wide government imposed curfew in place from 24:00 to 05:00 according to the martial law in force in the country. TGH team works in spacious and well-equipped offices in the city center. Access to good internet connection in the offices and accommodations.

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