Senior Finance and Operations Officer, Ukraine

Context

The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization of 35 member states, with a mission to support sustainable democracy worldwide through policy-relevant knowledge, capacity development, advocacy, and the convening of dialogues. The Institute pursues this mission by developing, sharing and enabling the use of comparative knowledge to reform-makers, combining research, global knowledge tools, and technical assistance to support democratic reform and influence policies and politics at the national and global level.

The Regional Europe Programme (REP) has a strategic objective to support democracy in Europe, with an emphasis on Eastern Europe and the Western Balkans. In Ukraine, International IDEA aims to support state and civil society organizations in enhancing the resilience and quality of democratic institutions and processes. Key areas of our engagement relate to electoral processes and political finance, parliamentary strengthening, and promoting the expertise and capacity of civil society organizations to participate in decision-making processes.

International IDEA programming in Ukraine has expanded significantly. The Programme’s key areas of focus are provision of support to parliamentary strengthening and to enhancing electoral integrity; other areas of work may include activities to foster greater civic engagement in democratic processes, support to strengthening the culture of constitutionalism, digitalization, promotion of gender equality and women’s participation in political and public life.

The Senior Finance and Operations Officer supports the financial management of International IDEA’s Ukraine portfolio by overseeing budgeting, forecasting, expenditure monitoring, financial reporting, reconciliations and financial record-keeping. The role also provides financial oversight of procurement, contracting and partner-related processes, ensuring compliance with International IDEA policies, donor requirements and contractual obligations.

Duties And Responsibilities

Financial Management

• Manages the supplier ledger, including processing invoices and payments, maintaining supplier accounts, recording transactions and ensuring that all expenditures are properly supported and authorized;
• Prepares and monitors project budgets, expenditure forecasts and cash-flow projections; analyze budget utilization; identify variances; and support budget revisions and remittance requests;
• Works closely with programme and administrative colleagues to ensure that activities financed from restricted funds are properly planned, implemented, documented and reported;
• Prepares monthly and periodic financial reports, reconciles bank accounts and petty cash, and maintain accurate records in the centralized accounting and ERP systems;
• Monitors programme expenditure and financial commitments to ensure compliance with International IDEA policies, donor requirements, approved budgets and applicable Ukrainian legislation;
• Reviews financial documentation relating to meetings, workshops, travel and other programme activities, including cost estimates, advances, claims, invoices and supporting documentation;
• Supports the opening and ongoing administration of International IDEA’s bank accounts in Ukraine, including preparation of required documentation, liaison with banks, maintenance of authorized signatory records and resolution of operational banking issues;
• Performs any other related financial and administrative duties assigned within the scope of the position.
  
  

Contracts, Compliance and Audit Support

• Supports the preparation, financial administration and monitoring of contracts and agreements with service providers, consultants and partner organizations, in coordination with the Procurement Officer;
• Prepares and maintain complete financial, contractual and audit files, and support project, donor and institutional audits and follow-up actions;
• Coordinates and support International IDEA’s registration and ongoing compliance with relevant Ukrainian authorities, including tax, statistical, employment, social security and other mandatory registrations, notifications and filings;
• Maintains an up-to-date register of statutory obligations, registration documents, certificates, deadlines and reporting requirements, and coordinate timely submissions, renewals and amendments;
• Monitors changes in Ukrainian financial, banking and administrative requirements relevant to the Ukraine Office and advise management on any necessary actions;
  
  

Office Administration and Operations

• Manages the day-to-day administrative and operational functioning of the Ukraine Office, ensuring that office facilities, equipment, utilities and administrative services are maintained and operate effectively;
• Liaises with landlords, building management, service providers and other vendors to support the maintenance, safety and functionality of office premises;
• Coordinates the procurement, inventory management and maintenance of office supplies, equipment, furniture and other administrative resources required for the effective operation of the Ukraine Office;
• Monitors office-related expenditure and maintain accurate records of equipment, furniture and other assets procured for the Ukraine Office;
• Liaises with Ukrainian authorities, banks, auditors, payroll providers, legal advisers and other service providers on financial, banking, statutory and administrative matters;
  
  

General Profile

• Analyzes performance and identifies issues and trends affecting project funding; recommends the use of appropriate programme tools and strategies;
• Develops financial proposals and technical tools to address identified programme needs in the specialized area of project funds accounting;
• Can work with minimal guidance and supervision;
• Adds value to team-based activities in their unit; collaborates with other departments of the regional office;
• Acts as a model or mentor for less experienced colleagues;
• Can be expected to travel to any geographical area involved in their projects;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Acts in accordance with International IDEA’ s core values; Respect, Integrity and Professionalism;
• Integrates gender equality, diversity, and social inclusion (GEDSI) considerations into all tasks and activities, in alignment with the Institute’s Core Values and commitment to the GEDSI policy.
  
  

Reporting line

• Ukraine Programme Lead.
  
  

Education And Experience

• University degree in financial management, business management or equivalent; Full or part professional qualifications in finance and accounting, for example ACCA, CPA, CIMA , CA or equivalent is considered an advantage;
• A minimum of five (5) years of professional experience in financial management, grant management, and project budgeting and reporting;
• Experience working in multi-donor environments considered an advantage;
• Knowledge of award and contract regulations and reporting requirements of EU and/or other major donors considered and advantage;
• Experience in working in an international context, e.g. in an intergovernmental organization, considered an advantage;
• Experience using ERP systems (particularly Unit4) considered and advantage.
  
  

Terms Of Contract

• Local Post.
• Fixed-term appointment until 31 December 2027
• Remuneration - USD 3 418 gross per month
  
  

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Ukraine for the duration of the contract. International IDEA is not able to support work permit applications.

Use of AI in Recruitment

International IDEA places strong emphasis on human input in recruitment. Candidates must disclose any use of AI tools. All application materials, written assessments, and interview responses (as applicable) must be entirely human-generated and reflect the candidate’s own knowledge, skills, and experience. The use of AI to generate content or misrepresent qualifications is not permitted. AI‑powered assistive technologies (such as screen readers or speech‑to‑text tools) may be used for accessibility purposes to ensure equal access to the recruitment process.

Applying For This Position

• Applications should be submitted online no later than 23:59 (CEST) 31 July 2026.
• Please note that all applications must be made in English.
  
  

Selection Process

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized.
  
  

Due to the anticipated volume of applications, International IDEA will review applications on a rolling basis, and the vacancy may close earlier than the advertised deadline. Applicants are therefore encouraged to apply early.

International IDEA is an equal-opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.

The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization that supports sustainable democracy worldwide.