STA Finance Manager Grants and Budgets

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps is responding to the Ukraine emergency since the escalation of armed conflict across the country in February 2022. The attacks set off a wave of displacement internally and into the countries along Ukraine’s western borders. Mercy Corps response program will fexpocus on multi-purpose cash intervention and other key sectors, particularly food security, livelihoods, NFIs, and protection. Mercy Corps is also supporting local NGOs and other civil society actors currently supporting displaced populations, as well as those in Ukraine sheltering in place. As Mercy Corps pursues its objectives in the region it will continue to assess the security situation in areas of potential operation, with an eye towards the logistics of possible programmatic interventions and positioning going forward.

General Position Summary

The Finance Manager: Grants and Budgets (FM) is a member of the Finance and Compliance Department for Mercy Corps’ Ukraine Response and reports to the Finance and Compliance Director (Lviv, Ukraine), working collaboratively to ensure compliance with Mercy Corps internal policies and procedures as well as donor regulations.  The F & C Department currently has 25 staff supporting MC operations in Ukraine, Poland and Moldova. Total Ukraine Response staff at the end of January 2023, was 173 with 5 active Awards and an annualized expenditure of approximately USD $140m.

The  FM’s principal responsibilities will be to work with Finance staff, Directors and operational staff, as required, in: a) developing detailed new budgets for likely new future Award submissions, b) monthly reporting and explanation of monthly/year to date financial results with Directors and staff, per Award, c) play a lead role in working with Ukraine Response staff and Corporate Finance staff in the periodic re formulation of approved budgets, d) ensure that the coding for prospective budgets is correct and clearly communicated to all staff, e) assist with month end close activities as required and f) play a lead role in understand and communicating Finance and Compliance Policies to internal staff and stakeholders, as required.

Core Job Responsibilities

Accounting Supervision

• Play a key role in the development of detailed new prospective budgets for likely new Awards, working with Finance and MC Ukraine Response staff, as required,

• Play a key role in establishing a clear process for the transmission of monthly BvA reports to appropriate Managers, schedule monthly meetings with key staff per Award, to explain month and year to date financial results and assist MC staff in the development of robust financial forecasts. Be instrumental in working with operational/finance staff as required to develop and maintain detailed, month by month, current financial forecasts per Award,

• Play a key role in working with relevant MC staff in the periodic re formulation of detailed budgets, gain relevant Director sign off, of re formulated budgets and ensure (via working with International Finance) updated budgets are correctly loaded into the General Ledger and are correctly reported in the monthly BvA reports,

• As FM, play a lead role in understanding and explaining to staff and stakeholders Finance and Compliance Policies, be seen as an advocate of correct application of F & C Policies and Procedures,

• As required, play a co ordinating role in the management of the month end close process of monthly Accounts, ensure that accounts are in all material respects accrued and correctly closed by calendar day 10,

• Play a material role in the development of the required new monthly Management Report, in particular in regard to: i) budget results and analysis, ii) monthly financial results and c) finance – beneficiary metrics, and

• Assist in Finance and Compliance activities and Projects, as required.

Team Management

• Hire, train, mentor and support Finance Officers and Assistants in day-to-day functions, including supervision and prioritization of daily tasks, defining individual development and work plans, etc.
• Work with the Finance Manager and Director and other staff to develop Standard Operating Procedures and forms for accounting – as required,
• Coordinate monthly cash flow needs with other units and program team and submit consolidated cash flow projections (CFP) to HQ, by the 24th of each month,
• Coordinate the preparation and ensure accuracy and on-time submission of the HQ Reports (EPAR, Expats benefits, Report Packages to HQ (Monthly/Quarter/Year)
• Ensure accuracy and timeliness of any financial reports required to be submitted to the local government, or any other financial reports requested by the HQ (VAT report…)

Compliance Monitoring

• Perform financial review of purchase orders and contracts to ensure compliance with Mercy Corps and donor policies and procedures and project budgets.
• Perform financial review of Purchase Requests, Advance Requests, Expense Reports and Payment Requests
• Oversee the maintenance of finance records, ensuring that records are complete, accurate and safeguarded
• Assist in responding to audit inquiries and requests for financial information.

SUPERVISORY RESPONSIBILITY:  Finance Officer(s)/Assistant(s) in Poland/Ukrain/Moldova

ACCOUNTABILITY: Reports directly to the Finance and Compliance Director, Ukraine Response (Lviv),

WORKS DIRECTLY WITH: Finance Team, and supports the other Departments in Ukraine Response, comprising: Operations, Support, Human Resources, Security along with Regional Finance Officers in Portland USA and Edinburgh in the UK.

Knowledge and Experience

• Atleast 6 years of accounting experience,
• Preferably atleast 4 years’ experience in the Finance Department of a NGO at atleast mid level,
• A university degree in finance, accounting or a related business field is strongly preferred,
• Understanding of major international donor (EU, US) rules,
• Advanced computer skills in MS Office programs, particularly Excel and Access.
• Prior experience with computerized general ledger software, with preference for Navigator,
• Strong analytical skills coupled with a solid understanding of grant management rules, and
• Excellent oral and written English skills, and Russian, Ukrainian language skills strongly preferred.

Success Factors

The successful candidate will have an ability to interact effectively across international and national program and finance teams successfully, both in a managerial as well as training capacity. S/he will be able to support programmatic objectives with timely and meaningful financial information, and meet deadlines and process information in support of changing program activities. An impeccable professional standard of finance and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The successful candidate must be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

The position is intended to be based in Lviv, Ukraine, however there is flexibility in this regard, depending on the successful applicants circumstances and preferences. Some travel may be required across Ukraine Response countries, comprising: Ukraine, Moldova and Romania - if required. Given the emergency context, this position requires solid work schedules and definite flexibility in approach.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme**.** We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps is responding to the Ukraine emergency since the escalation of armed conflict across the country in February 2022. The attacks set off a wave of displacement internally and into the countries along Ukraine’s western borders. Mercy Corps response program will fexpocus on multi-purpose cash intervention and other key sectors, particularly food security, livelihoods, NFIs, and protection. Mercy Corps is also supporting local NGOs and other civil society actors currently supporting displaced populations, as well as those in Ukraine sheltering in place. As Mercy Corps pursues its objectives in the region it will continue to assess the security situation in areas of potential operation, with an eye towards the logistics of possible programmatic interventions and positioning going forward.

General Position Summary

The Finance Manager: Grants and Budgets (FM) is a member of the Finance and Compliance Department for Mercy Corps’ Ukraine Response and reports to the Finance and Compliance Director (Lviv, Ukraine), working collaboratively to ensure compliance with Mercy Corps internal policies and procedures as well as donor regulations.  The F & C Department currently has 25 staff supporting MC operations in Ukraine, Poland and Moldova. Total Ukraine Response staff at the end of January 2023, was 173 with 5 active Awards and an annualized expenditure of approximately USD $140m.

The  FM’s principal responsibilities will be to work with Finance staff, Directors and operational staff, as required, in: a) developing detailed new budgets for likely new future Award submissions, b) monthly reporting and explanation of monthly/year to date financial results with Directors and staff, per Award, c) play a lead role in working with Ukraine Response staff and Corporate Finance staff in the periodic re formulation of approved budgets, d) ensure that the coding for prospective budgets is correct and clearly communicated to all staff, e) assist with month end close activities as required and f) play a lead role in understand and communicating Finance and Compliance Policies to internal staff and stakeholders, as required.

Core Job Responsibilities

Accounting Supervision

• Play a key role in the development of detailed new prospective budgets for likely new Awards, working with Finance and MC Ukraine Response staff, as required,

• Play a key role in establishing a clear process for the transmission of monthly BvA reports to appropriate Managers, schedule monthly meetings with key staff per Award, to explain month and year to date financial results and assist MC staff in the development of robust financial forecasts. Be instrumental in working with operational/finance staff as required to develop and maintain detailed, month by month, current financial forecasts per Award,

• Play a key role in working with relevant MC staff in the periodic re formulation of detailed budgets, gain relevant Director sign off, of re formulated budgets and ensure (via working with International Finance) updated budgets are correctly loaded into the General Ledger and are correctly reported in the monthly BvA reports,

• As FM, play a lead role in understanding and explaining to staff and stakeholders Finance and Compliance Policies, be seen as an advocate of correct application of F & C Policies and Procedures,

• As required, play a co ordinating role in the management of the month end close process of monthly Accounts, ensure that accounts are in all material respects accrued and correctly closed by calendar day 10,

• Play a material role in the development of the required new monthly Management Report, in particular in regard to: i) budget results and analysis, ii) monthly financial results and c) finance – beneficiary metrics, and

• Assist in Finance and Compliance activities and Projects, as required.

Team Management

• Hire, train, mentor and support Finance Officers and Assistants in day-to-day functions, including supervision and prioritization of daily tasks, defining individual development and work plans, etc.
• Work with the Finance Manager and Director and other staff to develop Standard Operating Procedures and forms for accounting – as required,
• Coordinate monthly cash flow needs with other units and program team and submit consolidated cash flow projections (CFP) to HQ, by the 24th of each month,
• Coordinate the preparation and ensure accuracy and on-time submission of the HQ Reports (EPAR, Expats benefits, Report Packages to HQ (Monthly/Quarter/Year)
• Ensure accuracy and timeliness of any financial reports required to be submitted to the local government, or any other financial reports requested by the HQ (VAT report…)

Compliance Monitoring

• Perform financial review of purchase orders and contracts to ensure compliance with Mercy Corps and donor policies and procedures and project budgets.
• Perform financial review of Purchase Requests, Advance Requests, Expense Reports and Payment Requests
• Oversee the maintenance of finance records, ensuring that records are complete, accurate and safeguarded
• Assist in responding to audit inquiries and requests for financial information.

SUPERVISORY RESPONSIBILITY:  Finance Officer(s)/Assistant(s) in Poland/Ukrain/Moldova

ACCOUNTABILITY: Reports directly to the Finance and Compliance Director, Ukraine Response (Lviv),

WORKS DIRECTLY WITH: Finance Team, and supports the other Departments in Ukraine Response, comprising: Operations, Support, Human Resources, Security along with Regional Finance Officers in Portland USA and Edinburgh in the UK.

Knowledge and Experience

• Atleast 6 years of accounting experience,
• Preferably atleast 4 years’ experience in the Finance Department of a NGO at atleast mid level,
• A university degree in finance, accounting or a related business field is strongly preferred,
• Understanding of major international donor (EU, US) rules,
• Advanced computer skills in MS Office programs, particularly Excel and Access.
• Prior experience with computerized general ledger software, with preference for Navigator,
• Strong analytical skills coupled with a solid understanding of grant management rules, and
• Excellent oral and written English skills, and Russian, Ukrainian language skills strongly preferred.

Success Factors

The successful candidate will have an ability to interact effectively across international and national program and finance teams successfully, both in a managerial as well as training capacity. S/he will be able to support programmatic objectives with timely and meaningful financial information, and meet deadlines and process information in support of changing program activities. An impeccable professional standard of finance and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The successful candidate must be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

The position is intended to be based in Lviv, Ukraine, however there is flexibility in this regard, depending on the successful applicants circumstances and preferences. Some travel may be required across Ukraine Response countries, comprising: Ukraine, Moldova and Romania - if required. Given the emergency context, this position requires solid work schedules and definite flexibility in approach.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme**.** We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.