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The Administrative, Finance and HR Coordinator reports directly to the Country Representative, works closely with the Program Coordinator as well as with Finance, Logistics and HR departments at headquarters level.
- Administrative coordination
- Assists the Country Representative and Program Coordinator in liaising with local government officials to ensure compliance with local regulations and protocols.
- Acts as the primary contact for administrative affairs and external stakeholders (except vendors, suppliers).
- Ensures the development and adjustment of official documents and agreements relating to programs, administration, registration with Ukrainian authorities and donors’ procedures.
- Human Resources management
- Ensures respect of Ukrainian labor law implementation.
- Ensures respect of BSF’s HR policies and contributes to their continuous improvement.
- Centralizes data related to personnel management, oversees contract tracking and payroll payments, acts as a liaison with external accountants in processing payroll service and ensuring accurate record-keeping.
- Ensures legal monitoring of HR-related issues.
- Oversees the recruitment and onboarding of new hires. When needed, carries out recruitment and management of consultants, new hires, and/or simple service contractors (drivers, etc.) that relate to administrative, financial or logistics.
- Is attentive to the issues raised by the teams and guarantees satisfactory working conditions.
- Performs payroll calculation and payment of remuneration under civil law agreements.
- Financial and budget management
- Ensures compliance of our budgets with both internal procedures as well as with donor administrative and financial rules and regulations.
- Creates Standard Operation Procedures aligned with HQ practices and that are donor compliant.
- Supports the Country Representative in defining the financial strategy to ensure financial stability of BSF in the region. In close coordination with the Program Coordinator and Country Representative, completes budget forecasting for programs, operations, and administrative costs.
- Timely and accurately monitors budgets and when/if needed develops financial reports for our HQ Finance Department and project donors or partners
- Handles our local bank account and manages payments and cash-on-hand.
- Manages fund transfers and ensures the security of funds/cash in collaboration with the Country Representative.
- Oversees cash-on-hand and bank transfers from HQ.
- In coordination with the Country Representative and Program Coordinator, develops new budgets for projects when needed.
- Prepares and supports audits in coordination with the administrative and financial department at headquarters.
- Compliance & Risk Management
- Ensures that BSF Ukraine activities are compliant with local laws and regulations.
- Mitigates administrative, finance and logistics-related risks by ensuring all operations and activities are conducted in a safe and secure manner, adhering to the organization's risk management protocols and guidelines.
- Reviews / updates internal controls, policies, and procedures to mitigate potential risks.
