Organizational Setting

The position is located in the new ILO Country Office Ukraine based in Kyiv. At its 347th session of the GB (March 2023) adopted the decision to establish an ILO Country Office in Kyiv. The Kyiv country office will continue the roll-out the different present projects, implement the ILO Transitional Cooperation Strategy for Ukraine 2024-25 and prepare the drafting of a future Decent Work Country Programme. The new NOA position provides a full range of advanced financial, budgetary, strategic and administrative support functions, assistance, and communication activities. The position reports to the CO Director, while the CO Director reports to the RD-ECA.

Main Purpose

As a team member, the incumbent provides professional services for the administration and delivery of a range of financial services for the Office. The incumbent acts as Certifying Officer and ensures the effective and transparent utilization of financial resources and integrity of financial services. Services are delivered in an efficient, effective and client oriented manner and include the use of the enterprise resource planning (ERP) system. The incumbent ensures timely budget preparation and effective monitoring and control and analyses and interprets established finance-related rules, regulations, policies, procedures and guidelines to provide solutions to a wide spectrum of financial issues.

The position works under the supervision of the Country Office Director. Day-to-day work requires minimal supervision. Detailed instructions and guidance are provided for special assignments or the handling of unusual or complex matters.

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to maintain effective working relationships, exchange information on issues related to service delivery, to analyse information and to follow up on outstanding clearance and pending administrative matters.

External contacts are primarily with banks, service providers, National/Programme Coordinators, implementing agencies, United Nations (UN) agencies and other international organizations to exchange information and obtain assistance to ensure successful delivery of financial services.

Key Duties and Responsibilities

Provide professional services for the effective delivery of the Office’s financial services. Administer day-to-day financial operations ensuring full compliance with financial rules and regulations, policies, procedures and applicable standards and integrity and consistency of data in all financial transactions, recording and reporting. Oversee the work of and provide guidance to staff performing finance-related work. Supervise staff as applicable.
Provide substantive support in the continuous analysis and monitoring of the financial situation of the Office. Provide regular management reports to support informed financial decision-making.
Assist in the management of financial operations and accounting services covering responsibilities for accounts payable, accounts receivable, approval of payments, external payment authorizations (EPAs) and office financial clearances (OFCs), accounts reconciliation, billing, monthly closing of accounts, forecasting, year-end closing of accounts.
Coordinate preparation of operating and project budgets, review budget submissions, review and process requests for budget revisions, analyse and report on budget approvals, monitor expenditures against allocations and analyse variances. Liaise with concerned managers to strengthen budget management and take corrective actions, when required.
Act as certifying officer and certify financial documents and transactions or escalate to supervisor as appropriate, providing explanations and suggesting remedial or alternative actions.
Assist in monitoring the implementation of activities in accordance with project documents, donor agreements and costed workplans. Identify bottlenecks and propose corrective action. Prepare, analyse and evaluate information from financial records and provide data and information for the preparation of financial reports in accordance with the terms and conditions of donors and financial rules and regulations of the Office.
Review bank accounts and imprest accounts. Perform timely review of cash position for local accounts to ensure sufficient funds are available for disbursements. Ensure efficient local banking arrangements in compliance with local financial and banking regulations. Initiate and coordinate bank transfers for effective approval and settlement of relevant transactions. Prepare monthly cash flow forecasts.
Follow-up on internal and external audit recommendations and draft responses to audit inquiries and observations for consideration of supervisor.
Keep abreast of changes to applicable standards and best practices. Share knowledge and provide guidance to staff. Organize and conduct training for staff on finance issues. Draft lessons learned and best practices in finance, as well as guidelines and standard operating procedures, as required.
Monitor the efficiency and effectiveness of work methods and processes and make recommendations for improvements. Liaise closely with staff and managers to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
Perform other relevant duties as assigned.

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Minimum Requirements

Education

University degree (Bachelor’s or equivalent) in business management, finances or in any field relevant to the job.

Experience

Minimum of two years of professional work experience in finance or accounting. Experience within the United Nations System is an advantage.

Languages

Excellent command of English and Ukrainian languages. Working knowledge of another official language of the Organization or an official national language of the duty station.

Knowledge and Competencies (technical/behavioural)

Good knowledge of financial and accounting principles and concepts.

Good knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.

Knowledge of methods and techniques for designing and assessing quality and efficiency of process execution.

Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

Ability to interpret and work within the applicable financial rules and regulations, policies and procedures.

Accuracy and attention to detail.

Drafting skills.

Ability to adapt quickly to new software and systems.

Ability to manage competing priorities.

Ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.