Work Context

CESVI is currently responding to the humanitarian crisis followed to the conflict in Ukraine. The intervention is focused on the protection, psychosocial support and mental health of the most vulnerable population affected by the conflict, especially in Kharkiv and will open soon operations in Sumy. CESVI is also working in the demining sector in Kharkiv Oblast.

Job Description

The collaboration will start in December 2025.

The main duty station will be the CESVI office in Kyiv, with travels to field offices (location of the project activities). The Country Administrator will refer to the Senior Program Manager in Ukraine and will work in close collaboration with CESVI staff in Ukraine.

At HQ-level the Country Administrator will work in close coordination with the Area Administrative Coordinator and the Regional/Area Manager.

The Country Administrator will manage local finance and administrative staff in Ukraine.

The Country Administrator oversees the punctual financial management & control, accounting and financial reporting to Cesvi HQ, donors and other stakeholders and promotes cost-effectiveness in project activity implementation.

Main tasks and duties:

Ensure proper financial management and timely financial reporting of CESVI's humanitarian projects in Ukraine, guaranteeing compliance with internal procedures and donor requirements.

Main Responsibilities:

• Supervise financial operations and prepare accurate financial reports in accordance with donor agreements and deadlines;
• Manage coordination with the project consortium lead on financial management matters for CESVI and for the partners;
• Manage and monitor all incoming and outgoing funds;
• Support, and train the local project accountant;
• Oversee financial control and ensure monthly updates of the accounting system (Prime Entry), sharing data with the Area Administrative Coordinator at HQ;
• Every two months, submission of BFU to the HQ in collaboration with the AICS PM and under the supervision of the Senior Program Manager;
• Ensure proper expenditure planning in line with CESVI tools (BFU – Budget Forecast Update);
• Prepare fund requests to be submitted to HQ;
• Ensure that the procurement procedures for goods and services comply with both CESVI and donor regulations;
• Prepare and regularly update the cost-sharing plan;
• Organize training meetings on administrative procedures (for partners and local staff);
• Follow up closely the admin aspects of the partner financial implementation;
• Draft and ensure timely submission of internal and external financial reports, in the formats required by HQ and donors;
• Support the preparation, revision, and update of project budgets and the country budget, in collaboration with the program manager and Project Managers;
• Coordinate internal and external audits, preparing the required documentation and ensuring compliance with any observations or recommendations;
• Implement and strengthen internal control systems, ensuring traceability and justification of expenditures.
• Donors’ Audit and Expenditure verification and Country Audit for registration: Supervise the organization of Donor’s Audit requests and Expenditure verification in coordination with HQ, according to Cesvi external audit procedure
• Support the efficient office management
• Update Share costs plan on quarterly basis in strict collaboration with Senior Program Manager and Area Administrative Coordinator, when required
• Support the elaboration of the budget of new project proposal;
• Ensure timesheet for staff are prepared.

ESSENTIAL REQUIREMENTS

• Master's degree or higher in Economics, Political Science, or equivalent, obtained at least 5 years ago;
• At least 3 years of experience in financial and administrative management of cooperation and development projects, financial monitoring and follow-up, internal and external reporting, and financial and administrative partner management;
• Good knowledge of main administrative norms, rules, and reporting platforms of major national and international donors (particularly AICS and UN);
• Strong financial management skills, particularly in financial monitoring tools, forecasting, and follow-up;
• Strong budgeting, accountancy skills, and ability to prepare financial reports, budget proposals, and financial planning;
• Excellent organizational and time management skills, ability to quickly analyze highly complex issues and problem-solving;
• Excellent computer skills (Microsoft Office, accounting software, other database skills);
• Excellent communication and writing skills in English;
• Experience in managing grant contracts;
• Experience in working with local partners, supporting and monitoring their financial and administrative skills;
• Strong interpersonal and diplomatic skills, with ability to manage a variety of internal and external relationships;
• Highly result-oriented, resilient, and able to work under pressure with minimal supervision;
• Cross-cultural sensitivity, patience, flexibility, and a positive attitude;
• Sufficient knowledge of Italian language, both written and spoken.

DESIDERABLE REQUIREMENTS

• Prior experience in the Ukraine and/or other conflict-affected environments;
• Prior experience in implementing short-term emergency humanitarian projects addressed to Refugees, IDPs and Returnees;
• Experience in reinforcing existing procedures and systems for financial management and control, and reviewing them for efficiency when appropriate;
• Skills in developing, delivering and evaluating training for staff members;
• Good knowledge of procurement procedures, particularly those of AICS and UNOCHA will be considered as preferencial;
• Knowledge (written and spoken) of Ukrainian.

SAFEGUARDING

CESVI has a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners.

CESVI commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. Safeguarding checks are part of the selection process performance.

HEALTH SAFEGUARDING

CESVI pays particular attention to safeguarding the health of all the human resources of the Organisation. Therefore, in order to protect its staff, an assessment of their suitability for the position in each mission is carried out before departure. Such assessment is done by the Occupational Doctor of the Organisation, who will also examine the vaccination coverage.

CONTRACT DURATION: 12 months - renewable

SALARY: 3.400-3.750 € gross monthly salary

• 1 return flight + transportation to/from Ukraine
• Insurance coverage
• Guesthouse in Kyiv
• Visa/work permit costs
• R&R + allowances as per country procedure