Finance and Administration Officer

Job Title: Finance and Administration Officer

Project Name: Ukraine Ministry of Veterans Affairs Institutional Strengthening (Vet-IS)

Location of Position: Ukraine, Kyiv (on-site)

Reporting to: Field Manager, with technical oversight from Canadian Project Controller and Project Coordinator

Remuneration: Fees are subject to negotiation in line with market rates

Indicative LOE/Time Frame: Full-Time, July 2026 - June 2029

Citizenship: Ukrainian (preferred)

Language Requirements: Fluency in Ukrainian and English required

Application Deadline: 2 July 2026

Application Instructions:

1. A cover letter is mandatory to be considered. Cover letters should effectively align your skills and experiences with the specific job responsibilities outlined in the position's description, demonstrating your aptitude and enthusiasm for the role, your daily fee and current availability.

2. Click the "Apply Now" link to upload your cover letter and CV in English.

3. Only successful shortlisted candidates will be contacted.

About Alinea:

Alinea is an international development consultancy providing technical and management expertise that helps people improve their lives. Alinea works with governments, investors, companies, and communities to create lasting change. Over 39 years, Alinea has successfully delivered more than 1,000 projects worldwide. For more information, please visit Alinea International website.

Alinea International does not charge a fee at any stage of the recruitment and hiring process. All offers of employment or job opportunities with Alinea International that include any form of a request for payment of fees or collect information on bank accounts are fraudulent. Any requests for such payment or information should be refused and reported to your local law enforcement authorities for appropriate action and to Alinea International.

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

Project Description:

The Ukraine Ministry of Veterans Affairs Institutional Strengthening (Vet-IS) project is a multi-year initiative funded by Global Affairs Canada (GAC) and implemented in partnership with Ukraine's Ministry of Veterans Affairs (MoVA). The project aims to strengthen MoVA's capacity to lead, coordinate, and standardize a coherent national system of policies, programs, and services for veterans and their families.

The project supports institutional strengthening, policy development, inter-ministerial coordination, and the establishment of inclusive, rights-based service models to improve access, quality, and consistency of services nationwide.

About the Role:

The Finance and Administration Officer will support the financial management, administrative operations, and logistical coordination of a complex donor-funded project.

Working closely with the Field Manager, Canadian Project Controller, and Canadian Project Coordinator, the role ensures compliance with donor requirements, maintains accurate financial records, and provides operational support to enable efficient project delivery.

The position requires strong attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Financial Management, Budgeting, and Accounting Support

· Maintain accurate and up-to-date financial records, including ledgers, vouchers, and all supporting documentation, in accordance with AIM guidelines. Ensure all monthly financial submissions are completed and provided to the Project Controller within five business days following month-end

· Perform monthly bank reconciliations and ensure alignment between records and bank statements

· Manage cash flow, including cash advances, payments, and fund transfers for project operations

· Assist the Project Controller to prepare semi-annual and annual financial reports for submission to Global Affairs Canada in accordance with the Contribution Agreement

· Prepare monthly site reconciliation in line with project requirements

· Support budget monitoring, variance analysis, and forecasting in coordination with project management and Project Controller

· Support the Project Controller with activity sheet planning during the Annual Work Plan

· Establish and maintain financial management processes and systems, including a payroll system, in the Project Office in accordance with the AIM Guidelines

· Establish and maintain a Project Bank Account in Kyiv

· Ensure that all legally required taxes and submissions are made to the Government of Ukraine in accordance with relevant Ukrainian law

Donor Compliance and Financial Controls

· Ensure all financial transactions comply with Global Affairs Canada requirements and Alinea policies

· Review and verify expense claims, invoices, and partner financial reports

· Maintain audit-ready documentation and support internal and external audits

· Ensure proper coding of expenditures and alignment with approved budgets and work plans

Procurement and Contract Administration

· Ensure that procurement of Project goods and services is undertaken following AIM Guidelines, the Project Procurement Strategy included in the PIP and the Contribution Agreement.

· Support procurement processes, including request preparation, vendor coordination, and documentation

· Administer payments to vendors, consultants, and service providers

· Establish and ensure the maintenance of a Project Inventory List and database of all equipment and furnishings following AIM Guidelines and prepare an inventory disposal plan at the end of the Project

Administrative and Operational Support

· Establish emergency procedures and safety and security guidelines following AIM Guidelines for office staff and personnel traveling for the Project and ensure that they are followed.

· Maintain organized filing systems (physical and digital) for financial and administrative records

· Support project team operations through coordination, scheduling, and administrative assistance

· Provide support for project registration and bank account opening

· Serve as a point of contact for routine administrative and financial queries

· In concert with the Project Director, undertake the process to register the Project in Ukraine for the purpose of implementation

· Establish in collaboration with the Project Coordinator, effective, efficient and secure electronic and paper filing systems for the Project in Ukraine and ensure their maintenance

· Ensure that travel arrangements for Project personnel are made effectively, efficiently and according to AIM Guidelines, considering cost-effectiveness and safety and security of personnel

· Ensure that meetings and project events are organized efficiently and in a cost-effective manner to meet the requirements of the Project Director, Country Manager and technical experts

Required Qualifications:

Mandatory

· Minimum 5-8 years of relevant professional experience in finance and administration on donor-funded projects

· Demonstrated experience with financial management, accounting, and reporting

· Experience supporting procurement and contract administration

· Strong understanding of financial controls, compliance, and audit requirements

· Experience working with international development projects and donor frameworks

· Fluency in Ukrainian and English (written and spoken)

· Superior skills in organizing, coaching and supervising support staff, facilitating teamwork and creating a collegial office working environment.

· Degree in finance, accounting, business administration, economics, or a related field

· Strong organizational skills and attention to detail

· Proficiency in MS 365 and standard accounting tools

Preferred qualification

· Experience working on Global Affairs Canada-funded projects

· Familiarity with Ukrainian financial and regulatory frameworks

· Experience supporting multi-stakeholder project teams