Job Description
Location: Lviv
Department: Operations
Reports to (Line Manager): Head of Finance Ukraine programme
Contract Type: Fixed term labor contract, for 4 months with possibility of extension.
About the Job
The Finance Coordinator will report directly to the Head of Finance and will be responsible for the effective management and oversight of all financial support functions within HAI. The position ensures strict compliance with HAI policies, as well as donor regulations and procedures, across all staff and implementing partners.
Key responsibilities include establishing, maintaining, and applying robust financial control systems, procedures, and documentation; ensuring accuracy and transparency of financial records; and providing critical support to programme teams in grant management, budgeting, and financial reporting.
Key Requirement: Proven experience in producing donor reports for institutional donors (GFFO, BMZ, ECHO), with a strong understanding of their specific compliance and reporting requirements.
Key areas for impact/influence and responsibilities
- Project financial management: Independently manage multiple projects, including monthly expense analysis, submission of fund requests to donors, timely utilization of funds, collection of supporting documents for audits, and maintaining regular communication with donor representatives.
- Budgeting and forecasting: Prepare financial forecasts and budget amendments as required.
- Performance monitoring: Conduct monthly project performance analysis using internal reports and analytics.
- Partner engagement: Verify financial documents, maintain communication, and support capacity development of partners.
- Reporting and analysis: Develop analytical reports to improve information sharing with external stakeholders.
- Month-end closing: Support monthly financial closing by reconciling transactions and account balances, processing additional entries in the internal system.
- Cost allocation: Manage allocation of fuel expenses and salary costs across projects.
- Staff cost planning: Forecast and clarify support staff involvement across all projects in close cooperation with the HR department.
- Head Office liaison: Respond promptly to financial inquiries from Head Office.
- Donor reporting support: Assist in preparing donor financial reports, including organizing supporting documents and vouchers.
- Other duties: Perform additional finance-related tasks assigned by the Head of Finance, according to organizational needs and context
- Others
- Ensure the accuracy and completeness of the inventory list of each project.
- Collaborates in the due diligence assessment for new partners.
- Support during internal and external audits and ensures that relevant recommendations are implemented through a concrete action plan.
- Perform other financial and organizational tasks assigned by the Head of Finance.
Skills and experience required
- University Degree in Business Administration / Accountancy or equivalent degree.
- At least two years’ experience in a similar position.
- Proficient user of office software packages and spreadsheets.
- Excellent analytical, planning, and organizational skills.
- Cultural sensitivity and team spirit.
- Good command of written and spoken English, excellent Ukrainian.
- Knowledge of Ukrainian legislation.
Mandatory Requirement
- Experience of working with NGOs, INGOs.
- Experience of reporting procedures of international donors.
- Experience using accounting software.
What we offer
- Employment contract.
- Salary in accordance with Help Age Ukraine’s Salary scale depending on the experience and qualifications.
- Private medical insurance.
- 24 days of annual paid leave and other benefits according to the Ukrainian Labor code.
- Wellbeing day, the last Friday of each month between April to December is a non-working day.
- Convenient office location near the city center.
Safeguarding
HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with. The post holder will also be responsible for:
- Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.
- Reporting all safeguarding icidents you see, hear, hear about or suspect, using our internal reporting mechanism.
- Complying with all safeguarding framework policies and practices.
- Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.
SAFER RECRUITMENT: All employments at HelpAge International will be subject to satisfactory references and appropriate screening checks, which can include misconduct disclosure schemes and terrorism finance checks.
Interested and qualified candidates are encouraged to review the details of the JD and submit their Cover Letter and CV only by following the link: Robota.ua not later than Monday, 15 September 2025.
Deadline for Applications: September 15, 2025
“While we try our best to keep our information updated, the closing date of the actual job source may be changed by the recruiter without prior notice. With this, please make sure to check the official job link when submitting your application. Thank you.”
