Budgeting & Financial Planning Specialist

1. Background

Team4UA is a Ukrainian charitable organization established in March 2022 with extensive experience in emergency relief, recovery, and innovative reconstruction projects. Team4UA collaborates with UN agencies, international partners, and local organizations to implement high-impact humanitarian interventions, including frontline assistance, community support, and capacity-building activities.

With operational teams located in Kyiv, Lviv, and Dnipro, Team4UA works closely with communities, authorities, and civil society organizations across Ukraine, including those operating in hard-to-reach or conflict-affected areas.

Budgeting & Financial Planning Specialist is essential to ensuring robust financial controls, transparent cost allocation, effective resource planning, and timely donor financial reporting across all projects and organizational units.

2. Purpose of the Assignment

Under the direct supervision of the Head of Finance, and in close coordination with the Director, the Financial Planning & Budgeting Specialist ensures strong organizational financial sustainability by developing, coordinating, and monitoring all Foundations budgets, including the master budget, project budgets, pipeline budgets, and donor financial reports.

The Specialist acts as the Foundation focal point for:

• Multi-project budget design and consolidation
• Core vs. project cost allocation frameworks
• Overhead and indirect cost recovery
• Financial forecasting and variance analysis
• Master budget planning and updates
• Donor budget development and revisions
• Financial monitoring and reporting

The role provides essential analytical support for senior management decision-making, enabling efficient use of resources and early identification of financial risks.

3. Key Responsibilities

A. Budget Development & Coordination

• Lead the development of project budgets for proposals and grant applications in collaboration with Programme, Projects & Mine Action and Operations Sectors.
• Ensure all budgets follow donor regulations, internal standards, and realistic cost assumptions.
• Maintain and update the organizational master budget, capturing all restricted and unrestricted funding, core costs, and anticipated pipeline.
• Coordinate the creation and update of multi-year financial projections aligned with the Foundation’s strategy.

B. Financial Planning & Forecasting

• Conduct regular financial forecasts and scenario analysis for ongoing and upcoming projects.
• Prepare monthly and quarterly budget vs. actual (BvA) analyses with clear explanations of variances.
• Identify risks of under- or over-spending and work with project managers to propose corrective actions.
• Support the Head of Finance in preparing cash flow forecasts and ensuring liquidity for project delivery.

C. Cost Allocation & Overhead Recovery

• Develop and maintain the Foundation’s cost allocation methodology, ensuring fair distribution of shared costs across projects.
• Calculate and monitor overhead and indirect cost recovery to ensure organizational sustainability.
• Regularly review allocation keys to reflect changes in staffing, operations, and project scope.

C. Donor Budget Management & Reporting

• Serve as the focal point for donor budget templates, guidance, and compliance requirements.
• Coordinate preparation of donor financial reports, ensuring accuracy, transparency, and timely submission.
• Provide financial inputs for project amendments, budget realignments, and no-cost extension requests.
• Monitor donor-specific rules for cost eligibility, currency conversions, and allowable variances.

D. Financial Monitoring & Internal Controls

• Monitor project expenditure rates and ensure alignment with approved budgets.
• Support project managers in understanding financial performance and using financial data for decision-making.
• Strengthen internal financial control systems and ensure compliance with Foundation’s policies.
• Participate in internal and external audits by providing required financial documentation and explanations.

E. Capacity Building & Internal Coordination

• Provide training and technical support to project managers and field staff on budgeting, forecasting, and donor financial requirements.
• Develop user-friendly tools, templates, and guidance materials for financial planning and monitoring.
• Facilitate cross-Sectors coordination to ensure accurate financial information flows (Programme, Projects & Mine Action and Operations).

4. Deliverables

• Regularly updated Master Budget (monthly or quarterly).
• Accurate project budgets for proposals and grant submissions.
• Monthly Budget vs. Actual reports with variance analysis.
• Quarterly Foundation financial forecasts with risk assessments.
• Donor-compliant financial reports submitted on time.
• Updated cost allocation methodology and overhead recovery monitoring tools.
• Capacity-building sessions and financial training materials for staff.

5. Qualifications and Experience

Education:

• Master’s degree in Finance, Accounting, Economics or related field and at least 5 years of relevant financial experience in NGOs, INGOs, donor-funded projects, or international organizations.

Experience:

• Proven experience with multi-project budgeting and donor financial reporting.
• Experience working with major donors (e.g., USAID, EU, ECHO, UN agencies, FCDO, SDC or large INGO) is strongly preferred.
• Understanding of humanitarian principles and the role of local actors in crisis response.

Technical Skills & Competencies:

• Strong understanding of financial planning, forecasting, and cost allocation.
• Excellent analytical and problem-solving abilities.
• High attention to detail and accuracy in financial calculations.
• Strong knowledge of financial software and advanced Excel skills.
• Ability to communicate complex financial information to non-financial staff.
• High integrity, reliability, and sense of responsibility.
• Ability to work under pressure and meet tight deadlines.
• Strong teamwork and cross-department collaboration skills.
• Proactive mindset with ability to propose improvements and new solutions.
• Strong coordination, organizational and documentation skills, attention to detail, and ability to handle multiple tasks.

Languages:

• Fluency in Ukrainian and good proficiency in English (written and spoken) is an mandatory.