Partnership Finance Officer

Job Title: Partnerships Finance Officer

Department: Partnerships

Division: Finance

Duty Station: Odesa (with travel to NP program sites, including Kharkiv and Donetsk)

Line Manager: Partnerships Support and Resource Manager (PSRP) (with Technical Line Mangement from Finance Manager)

Line Management Responsibility: NA

Position Type: Full-time

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.

Overview

NP occupies a unique space in the protection response in Ukraine; simultaneously providing direct protection to at-risk civilians and providing hands-on support to front-line volunteer collectives to directly contribute to the sustainability and safety of their actions. NP promotes responsible partnerships and ‘localization in practice’ and is currently building out its Partnerships Support Department to provide increased direct and dedicated support to its partners in Ukraine including national non-governmental organisations (NNGOs), Community-Based Organisations (CBOs), Civil Society Organisations (CSOs), and local volunteer collectives. NP is currently piloting a ‘Tier system’ for partnerships and an open call for funding.

Job summary

The Partnerships Finance Officer is responsible for the day-to-day financial management, monitoring and compliance of an assigned portfolio of partner subgrants across NP Ukraine's partnership programmes.

Working closely with the Senior Partnerships Finance Officer, the Programme Manager – Partnerships, the Finance and Logs Department and Partnership Support Officers, the position supports the full financial subgrant cycle, including budget review, implementation, financial reporting, payments, monitoring, amendments and closure.

The Partnerships Finance Officer works directly with partner organisations to ensure accurate financial reporting, responsible budget management, compliance with NP and donor requirements, and the strengthening of partners' financial management capacities.

KEY RESPONSIBILITIES

Partner Financial Management and Subgrant Oversight

• Manage the financial aspects of assigned partner subgrants throughout the project cycle, including budget review, implementation, financial reporting, monitoring, amendments and closure.

• Review and verify partner financial reports and supporting documentation, ensuring accuracy, completeness and compliance with NP and donor requirements.

• Conduct regular financial check-ins with assigned partners, monitor expenditure, Budget versus Actuals, spending plans and reporting deadlines, and ensure timely follow-up on identified issues.

• Prepare and process PRs and POs for partner subgrant instalments, ensuring completeness of supporting documentation, required approvals and coordination with the Finance Department for timely disbursement and liquidation.

• Review partner budgets and standard budget revisions, identifying financial discrepancies, budget deviations and necessary corrections.

• Support financial reconciliation and closure of assigned subgrants, ensuring that outstanding financial issues and documentation requirements are addressed.

Financial Compliance, Monitoring and Risk Management

• Monitor partner compliance with NP financial policies, donor requirements and financial provisions of partnership agreements.

• Identify financial reporting issues, budget deviations and potential compliance risks, propose corrective actions and escalate complex or significant issues as appropriate.

• Conduct financial monitoring and spot checks for assigned partners, including review of supporting documentation, financial records and relevant financial controls.

• Coordinate with the Finance Department on partner payments, financial reconciliation, reporting requirements and other financial matters related to assigned projects.

Partner Financial Capacity Strengthening and Coordination

• Provide practical financial guidance to partner organisations on budgeting, financial reporting, supporting documentation, financial controls and donor compliance.

• Identify financial capacity gaps and contribute to relevant partner training, mentoring and capacity-strengthening activities.

• Work closely with Partnership Support Officers to ensure alignment between project implementation, financial planning and reporting requirements.

• Collaborate with the Senior Partnerships Finance Officer on complex financial matters and contribute to consistent financial management practices across the partnership portfolio.

Financial Tracking, Documentation and Process Improvement

• Maintain accurate and up-to-date financial tracking information, including Budget versus Actuals, spending plans, payment schedules and financial forecasts for assigned projects.

• Ensure proper documentation and organised filing of partner financial records in designated NP systems, including SharePoint and Salesforce.

• Contribute to improvements in financial monitoring tools, reporting templates and partnership financial management procedures.

• Share relevant financial information, identified risks and recommendations with the Senior Partnerships Finance Officer and Programme Manager – Partnerships to support portfolio oversight and decision-making.

• Perform other duties and assignments as required within the scope of the position.

QUALIFICATIONS

Education, Knowledge, and Experience

• Post-secondary education in public administration, economics/finance, accounting, project management or related field.

• Minimum of 2 years working experience in non-profit project implementation with NNGOs or INGOs.

• At least 1 year experience in financial grants management and grants reporting.

• At least 1 year of working experience in partnership support or management.

• Strong knowledge of project management and an understanding of the humanitarian context programming is a plus.

• Experience in donor reporting and Ukrainian legislation requirements on reporting is must.

• Experience in M&E is highly preferred.

• Proficiency in Microsoft applications.

• Ukrainian citizenship.

Key Challenges

• Working with small and newly created organisations requires very high attention to detail, patience and constant support.

• Building and sustaining collaborative partnerships, negotiating, and resolving contentious issues and conflicts of interest.

Skills and Competencies

• Strong collaborator with effective interpersonal and analytical skills who can work seamlessly across cultures, and organisational units.

• Able to work effectively in a highly matrixed structure, multi-task, prioritise and make decisions.

• Analytical and problem-solving skills and an ability to work independently and with a team needed.

• Deep knowledge and understanding of CSO work and their organization trends in Ukraine.

• Fluent in Ukrainian language and very strong English language skills (spoken and written) is essential.

Working Conditions:

• This position requires travel to insecure locations. You must be prepared to travel and to spend time away from the duty station.

• Demonstrated ability to adhere to strict security protocols and maintain high level of professionalism.