The Ukraine Humanitarian Fund (UHF) is a pooled fund intended to support coordinated humanitarian action, in line with the Humanitarian Response Plan, and to address some of the most critical needs, which are of strategic priority and which would otherwise would go unfunded. The UHF will allow donors to pool their contributions into single, unearmarked funds to support local humanitarian efforts, which will, in turn, not only enable a coordinated, flexible and inclusive humanitarian response, but also strategically maximise available resources.

To establish the Ukraine Humanitarian Fund (UHF), OCHA is recruiting the staff (Humanitarian Financing Unit), necessary to run the UHF. Humanitarian Financing Unit (HFU) will act, within OCHA, as the UHF’s Secretariat.  Given the potential the ongoing country conflict, it is of utmost importance that the current staffing gaps are filled in order to support UHF funding requirements to humanitarian operators in-country. Expectations by stakeholders of the UHF funding in terms of timelines and institutional capacity are high.  The (HFU) will operate under the overall management of the OCHA Head of Office and will ensure the day-to-day functioning of the Fund. 

Duties and Responsibilities

The Finance Officer is expected to help strengthen OCHA’s humanitarian financing, programmatic and reporting quality and follow-up, and support the Humanitarian Financing Unit’s (HFU) senior management in the same. Main duties will include supporting the correct running of the Grant Management System-based allocation and reporting timelines, sensitization and awareness-raising among NGOs and participating United Nations Organizations of them UHF’s work, and supporting reporting and monitoring activities, or other functions as required.

Under the overall guidance of the OCHA Head of Office and under the direct supervision of the Pooled Fund Manager, the incumbent will be expected to be able to perform the following, prioritized according to operational requirements:

Summary of key functions:

• Financial Review
• Financial Management
• Administration

Financial Review

• Facilitate the review and revision process of project proposals in consultation with cluster leads and other technical partners and advise organizations on recommended revisions, assisting them in revision drafting if required; 
• Support the Pooled Fund Manager in the review of grant agreements and supporting documents to ensure accuracy, consistency, reasonableness and compliance with the United Nations Financial Regulations and Rules (UNFRR) and the Country-Based Pooled Funds (CBPF) Guidelines;
• Review project budgets to determine “normal costs and variations” in project expenditure areas to be determined; 
• Support the Pooled Fund Manager in the review of budget amendments, reprogramming or No-Cost Extension requests;
• Conduct market cost survey for items commonly purchased under UHF projects and maintain a database to support cost effectiveness analysis of proposals to UHF;
• Reconcile advisory reports from HQ with UHF records on project performance status and financial statements;
• Communicate concerns about proposals, project documents, or implementing partners to the Pooled Fund Manager;
• Assist in the preparation of financial analyses for the UHF Annual Reports and other progress or ad-hoc reports;
• Support the Pooled Fund Manager in drafting budgets for services to be contracted to outside entities.

Financial Management

• Conduct partner sensitization on UHF procedures and guidelines for accessing grants, as well as regarding compliance with the United Nations Financial Regulations and Rules (UNFRR) and the Guidelines for Country-Based Pooled Funds (CBPF) through participation in meetings and workshops;
• Support preparation of paperwork related to the Humanitarian Coordinator’s (HC) project approval and disbursement actions (Fund Transfer Requests, agreements, MoU, etc.);
• Support preparation of and execution of transfer agreements to be signed by NGO and the HC, following up on requests to the HFU to arrange for fund transfers to partners and notifies payees of status of payments;
• Assist HFU staff and UHF stakeholders regarding queries on payment and deposit-related issues;
• Track, collect and review financial reports from UHF partners to ensure accuracy and compliance with UHF guidelines and provides feedback to partner as necessary;
• Assist in tracking project spending and ensure that future payments are approved based on satisfactory financial reporting and justification of previous advances;
• Support the preparation and take part in periodic financial spot-check visits to partner offices, in line with operational modalities and guidelines;
• Participate in drafting financial spot-check monitoring reports and recommendations to partners following visits to partners;
• Support the Pooled Fund Manager in the conduct of project audits with partners, helping facilitate audit visits, reviewing audit reports, keeping records of partner performance, providing feedback to partner and supporting the process of recovery of funds if necessary.

Administration

• Support the Pooled Fund Manager in liaising with companies carrying out contractual services on behalf of the HFU, and provide support and information as and when required;
• Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to program budgets and the UHF in general;
• Prepare documentation and reports for country-level coordination forums;
• Perform other duties as required.

Work implies frequent interaction with the following:

• Senior HAOs/Deputy (ies)  Head of Office and Pooled Fund Manager;
• National and International HAOs;
• National and International NGOs;
• United Nations Agencies, Funds and Programs;
• UHF contracted entities providing capacity assessment, monitoring and audit services;
• Provincial authorities.

Impact of Results:

• Develop well-reasoned, innovative suggestions and approaches to problem resolution in dealing with complex financial/budget issues. Assist in the management of funding programming projects and partners, ensuring timely delivery of outputs. Help meet organizational objectives and provide sound analytical inputs and advice with respect to coordination of humanitarian financing and monitoring.

Competencies

Professionalism: 

• Ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations. 
• Proven analytical skills: ability to conduct independent research and analysis, identify issues, and recommend appropriate solutions. Ability to relate humanitarian affairs issues and perspectives, including gender issues, to political economic, social and human rights programs. Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. armed conflict, civil strife, natural disasters and human misery).

Judgment and Decision-making: 

• Apply sound judgment to resolve a range of issues/problems. Will abide by security guidelines. 

Technological Awareness: 

• Solid computer skills, including proficiency in word processing, spreadsheet applications, and relevant software packages, including e-mail. 

Communication: 

• Proven ability to write in a clear and concise manner and to communicate effectively, including ability to prepare reports and conduct presentations, articulating options concisely, conveying maximum information, making and defending recommendations. 

Accountability:

• Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Required Skills and Experience

Education:

• Advanced university degree (Master’s degree or equivalent) in Business Management, Accounting, Economics or related field is required. Bachelor`s degree with 2 additional years of relevant experience can be accepted in lieu of Master’s degree.

Experience: 

• Up to two years of relevant experience in finance and accounting/administration, crisis/emergency program management or other related area;
• Experience with a UN organization or an NGO is an advantage;  
• Very good analytical and writing skills are required, as is experience with project budgeting and proposal writing;
• Experience with auditing and/or financial review of partners an advantage. 

Language Requirements:

• Fluent written and spoken English, Ukrainian and Russian.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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