Help – Hilfe zur Selbsthilfe e.V. is a non-profit, independent organization that was founded during the war in Afghanistan in 1981 and is now active worldwide. With an annual project volume of more than 60 million euros, Help provides emergency aid in the event of disasters and sustainable reconstruction with and for people in need, primarily in Africa, Asia, and Europe.

As a globally operating humanitarian aid organization, Help receives high recognition through funding from national and international donors and is committed to national and international humanitarian aid standards as well as the transparent use of funds and impact monitoring.

To support our team, we are looking for a: HLF Finance Officer

Location:  Kyiv

Contract duration:    The fixed-term contract will be in effect until December 31, 2025, with the possibility of extension.

Reports to:    Disciplinary: Country Director, Head of administrative and finance. Technically: Global HLF Finance Team

Organizational Unit:   Programs, HLF

Employment status:    Full time, 100%

Supervisory responsibility:  No

Number of positions:   2

The Help Localization Facility (“HLF”) is a global programme aiming to develop, provide and manage an innovative financing instrument that will provide local organizations long-term access to high-quality, flexible financing for their humanitarian project work. Additionally, the HLF will provide tailor-made support and capacity development to the implementing local partner organizations.

The position holder is responsible for managing two HLF Finance Officers, the comprehensive financial management and monitoring of the global HLF program in Ukraine and its funded local partner projects within the HLF. This includes overseeing the financial planning, controlling, and reporting for the global HLF programme in Ukraine and its funded partner projects as well as ensuring capacity development support for implementing local partners. The position will play a crucial role in ensuring the financial integrity of the programme by setting up respective systems, maintaining compliance, and supporting local partner organizations in managing their financial responsibilities.

Position Summary

The HLF Finance team UKR is responsible for managing the financial flows of the HLF implementation in Ukraine, ensuring quality, financial health and sustainability. Roles ensure compliance with Help procedures and guidelines within the HLF program in Ukraine, contribute to compliance at the HLF global level and provide support and technical guidance internally in financial management and monitoring in Ukraine and to local partner organizations strengthening their capacities.

The HLF Finance Officer plays a critical operational role in ensuring financial compliance and monitoring for the HLF program in Ukraine. The position focuses on partner financial oversight, capacity-development, and financial reporting, working closely with local partners to ensure their financial processes align with donor and organizational requirements.

This position is critical in engaging and learning with and from local organizations in Ukraine and supporting Help capabilities. It will technically report to the HLF Finance Manager in Ukraine

Primary Responsibilities

Financial Operations & Partner Support

• Conduct financial checks and monitoring of local partners’ expenditures and documentation.
• Maintain financial records in WINPACCS. Ensure the partner’s expenditures, including necessary documentation, are uploaded to WINPACCS or WP Cashbook on time.
• Support partners in budget development, financial tracking, and compliance enforcement.
• Ensure that all financial transactions are properly recorded, documented, and reported.
• Assist in uploading and tracking payments, ensuring timely funding requests.
• Ensure all financial procedures align with Help and donor regulations.
• Assist in monthly reconciliations, financial data entry, and preparation of financial reports.
• Track cash disbursements and reimbursements and ensure compliance with established financial procedures.
• Support the Finance Manager in preparing for internal audits and donor financial reviews.

Capacity Development & Compliance Monitoring

• Identify the financial capacity needs of local partners and provide appropriate support.
• Assist in developing training materials and conducting financial training sessions.
• Support partners in preparing for external audits and ensuring proper financial documentation.
• Collaborate with the Finance Manager to harmonize financial procedures between HLF and partner projects.
• Provide guidance to partners on cash management, financial reporting, and risk mitigation.
• Assist in implementing financial risk management measures for local partner organizations.

Administrative & Reporting Tasks

• Maintain financial files and ensure proper documentation for all financial transactions.
• Generate regular reports on partner financial performance and compliance status.
• Work with program and logistics teams to streamline procurement and payment processes.
• Participate in internal financial and programmatic meetings to ensure smooth coordination.

Overarching tasks

• Provide support for tasks and activities beyond the HLF, as needed, to meet broader organizational requirements – only after prior agreement with Team Lead Global HLF Programme, based at HQ.
• Demonstrate problem solving and report, if necessary, to higher levels in a timely manner.
• Participate in and contribute to HLF global program team and other staff meetings.
• Other ad hoc assignments that may arise. 

Convince us with:

• Successfully completed vocational training or a specialized degree in Finance or Accountancy.
• At least 2 years of relevant professional experience in financial management, accounting and reporting for development cooperation or humanitarian aid projects in a leadership capacity.
• Ideally, experience in the NGO environment and/or in working with German and international donors.
• Comprehensive knowledge of financial standards, regulations and principles applicable to development cooperation and/or humanitarian aid projects.
• Competent in MS Office and accounting software (e.g., WINPACCS).
• Strong presentation and training skills, with the ability to deliver training sessions effectively.
• Ability to apply theoretical knowledge of national and international standards and principles in day-to-day project management.
• Language skills: Fluency in Ukrainian (written and oral). English B2
• Communication skills: Strong interpersonal communication skills.
• Problem-solving skills: Ability to solve any occurring problems quickly and satisfyingly.
• Stress resilience: Strong organizational skills, with the ability to prioritize and work efficiently under and keep up with pressure.
• Teamwork: Foster a collaborative and inclusive team environment, promoting effective communication and knowledge sharing among program staff, and have a de-escalating and problem-solving approach to work.
• Work with partners: able to build a trust-based respectful working relationship, but able to hold discussions, and be convincing and strict, if necessary (to ensure that donor requirements are met), friendly attitude and trustworthy.
• Ability to follow-through: support the partner from the first contact until the project is closed and the partnership ends, ensure that all necessary documentation for donor reporting is available (together with controlling)
• Ability to work both independently and as part of diverse teams, with a high degree of judgment and professionalism, as well as virtually with a team across multiple countries.
• Travel: Willingness to travel regularly to partner offices for financial monitoring and training.

We offer:

• Salary and benefits
• A performance-related, attractive salary
• An annual 13^th salary
• Medical insurance
• Working hours and holidays
• 29 days holiday at your disposal

Send us your application (cover letter, CV) by 12.03.2025 by e-mail to yvasylieva@help-ukraine.org.ua. Your contact person is Yuliia Vasylieva.

We see ourselves as a diverse, open organization whose work is based on mutual respect. We only assess your application on the basis of professional qualifications, regardless of origin, religion, gender, sexual orientation, disability or age.

Only those candidates that are short listed for interviews will be notified.