Partnership Finance Assistant

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

This position is open to Ukrainian nationals only.

The monthly salary is UAH 54,000 gross (before taxes).

The position will be based in the Mykolaiv / Kherson Field Office, Ukraine

IRC Ukraine is recruiting this position to support the implementation of a UHF/OCHA-funded project in the South of Ukraine, covering Khersonska and Mykolaivska Oblasts, delivered by IRC together with sub-implementing partners. The Partnership Finance Assistant provides day-to-day finance support for the management and oversight of partner financial documentation, assisting in the review of partner financial reports, verification of supporting documentation and cost eligibility, and the maintenance of complete and audit-ready partner financial records.

The position works under the supervision of the Finance & Compliance Manager and in close coordination with IRC Finance, Grants and Partnerships colleagues. It is a support role: partner organizations retain responsibility for their own financial management and internal controls, and the position contributes to helping partners meet donor requirements rather than performing a control or enforcement function.

The position will be based in the Mykolaiv / Kherson Field Office, Ukraine, with regular travel to project and partner locations within Khersonska and Mykolaivska Oblasts as required. Given the frontline operating context, the position is subject to the applicable Duty of Care and security management arrangements.

KEY RESPONSIBILITIES

Partner financial report review and verification:

• Support the review of financial reports submitted by sub-implementing partners, checking arithmetical accuracy, completeness and consistency with the approved partner budget.

• Compare reported expenditure against approved budget lines and flag variances, unbudgeted items or amounts exceeding agreed thresholds for the attention of the Finance & Compliance Manager.

• Support the review of partner cash requests and liquidation documentation, and assist in tracking advances issued, amounts liquidated and outstanding balances.

• Prepare review checklists, summaries of observations and follow-up lists for each partner reporting cycle.

• Assist in reconciling partner financial reports with disbursement records and with the consolidated project financial information.

• Work with the internal ERP system (posting transactions, settlements, reconciliations, etc.).

Supporting documentation and cost eligibility:

• Verify that partner expenditure is supported by complete documentation, including invoices, receipts, delivery notes, payment vouchers, proof of payment and evidence of receipt of goods or services.

• Support the review of procurement documentation for partner expenditure, including quotations, bid analysis, purchase orders and contracts, and flag missing or inconsistent documents.

• Assist in checking that costs are eligible under the grant agreement and donor rules, and flag items that appear ineligible, insufficiently documented or outside the approved implementation period.

• Identify and flag potential duplicate payments, split purchases, amounts that do not match supporting documents, and other inconsistencies requiring clarification.

• Prepare clear, factual queries for partners on missing or unclear documentation and track responses through to resolution.

Ukrainian statutory and payroll compliance support:

• Verify that partner payroll costs are supported by appropriate documentation, including timesheets, payroll registers and wage accrual statements.

• Check that payroll-related statutory obligations, including personal income tax, military levy and unified social contribution, are reflected in partner budgets and reports and supported by corresponding bank payment confirmations.

• Flag discrepancies between budgeted and reported statutory payroll costs for review by the Finance & Compliance Manager.

• Maintain an organised record of partner statutory payment evidence for each reporting period.

UHF/OCHA donor requirements and reporting support:

• Maintain working familiarity with the applicable UHF/OCHA financial requirements, including cost-eligibility rules, documentation standards, Programme Support Costs and the applicable cost structure, and apply these in day-to-day review work.

• Support the preparation of donor financial reporting inputs, cost breakdowns and bills of quantities for partner expenditure.

• Assist in assembling partner financial documentation required for UHF/OCHA financial spot checks, monitoring visits and audits.

• Support the maintenance of a calendar of partner financial reporting deadlines and follow up with partners to promote timely submission.

Partner monitoring and capacity-building support:

• Participate in partner financial monitoring visits, supporting the verification of supporting documentation, filing systems and record keeping at partner premises.

• Prepare documentation and sample selections in advance of monitoring visits, and support the drafting of visit notes and follow-up action lists.

• Support the delivery of finance training, coaching and on-the-job guidance for partner finance staff on documentation, reporting templates and donor requirements.

• Track agreed follow-up actions arising from monitoring visits and reporting reviews, and support confirmation that improvements have been applied in subsequent submissions.

• Support partners in a constructive, respectful manner, recognising that strengthening partner capacity is part of IRC's responsibility for the proper use of donor funds.

Record keeping, filing and audit readiness:

• Maintain complete, well-organised and retrievable partner financial files, both electronic and hard copy, in line with IRC filing standards and donor retention requirements.

• Ensure that each partner payment is supported by a complete, traceable documentation set that can be located quickly for audit or spot-check purposes.

• Support preparation of schedules, samples and supporting documentation requested by internal and external auditors.

• Maintain trackers of partner reports received, reviews completed, queries raised and issues resolved.

Risk awareness and escalation:

• Promptly bring documentation gaps, unexplained discrepancies and possible non-compliance to the attention of the Finance & Compliance Manager.

• Immediately report any suspicion of fraud, corruption or misuse of funds through the appropriate IRC reporting channels, without discussing the matter with the partner concerned.

• Handle partner and project financial information with confidentiality, accuracy and integrity at all times.

General duties:

• Comply with all IRC policies, procedures and guidelines, including any new procedures or principles issued by the Country Director, Deputy Director for Finance or other designated authority.

• Act at all times in accordance with Ukrainian law and applicable standards of accounting practice.

• Maintain strict confidentiality of all financial and other work-related information.

• Be receptive to training provided and actively develop own technical and professional competence.

• Report any irregularities, security concerns o