The Norwegian Refugee Council (NRC) has been present in Ukraine since 2014, helping more than 700,000 people with food, shelter, water, sanitation, and legal assistance. Following the escalation of conflict since 24 February 2022, NRC is scaling up its efforts inside Ukraine and in neighbouring countries to provide aid to tens of thousands people forced to flee.

In Poland NRC responds largely through local partners, implementing an integrated programme supporting basic needs, shelter, protection, legal assistance and education needs of refugees. NRC has entered partnership with 15 local and international Polish organisations with a countrywide coverage. NRC Poland is funded by various institutional and private donors that require careful planning and managing. The Grants Coordinator will support NRC Poland in coordinating all the Project Cycle Management (PCM) steps as well as cascading PCM to partnership agreements.

Role Summary:

The Partnership Coordinator will Provide support in ensuring that NRC Poland operational partners consistently comply with all the legal regulations, financial requirements and humanitarian standards set by NRC and its donor partners.

General Responsibilities:

• Ensure that partners adhere to key compliance standards including those set out in the NRC Project Implementation Agreements, NRC Financial Handbook, other relevant NRC policies, donor and auditor standards.
• Track and maintain overall budget control and monitor cash flows for partners
• Training and coaching partners on compliance requirements
• Implement NRC’s anti-corruption policy
•  Maintain the filing system for all financial and accounting documents and ensure filing of all financial documents according to NRC standards
• Prepare monthly financial reports and send all relevant documents
• Support project staff in financial matters.
• Promote and share ideas for improvement of the compliance function

Specific Responsibilities:

• Conduct meetings with the Partners at relevant stages of contract negotiations, prepare presentations and information sharing methods to support effective relationships.
• Conduct Partner orientation and coaching on NRC and donor requirements on finance and compliance matters. Be on stand by for the support of new partners with trainings and be able to identify and help address problems during implementation period in a timely manner.
• Verify that Partner vouchers and supporting documents meet NRC standards before payment. Be responsible for payments to operational Partners.
• Check Partnerships’ agreements at the negotiation stage and follow up during the implementation stage
• Check Partner’s financial reports, ensure that all supporting documents meet NRC standards, clear and eligible.
• Perform monitoring visits to partners .
• Ensure that all costs are timely booked into Agresso on a daily, weekly and monthly basis. Be responsible to write transactions numbers on the vouchers and label financial documents
• Prepare bank accounts reconciliations.
• Collaborate with the financial institutions to ensure that queries related to payments are timely resolved (return payments, under/over payments, contractors’ incorrect account details etc)
• Ensure implementing of the routine for securing supporting documentation in a digital format
•  Assist the Finance Coordinator (FC) and the Finance Manager (FM) in internal and external audits and preparing donor reports
•  Schedule Partner spot-checks together with the FC and FM
• Participate in and lead on community of practice exercises within the country and the region on working with partners and partner compliance
• Any other tasks that will be assigned by the FC.

General Professional competencies for this position:

• University degree in Accounting and Finance
• Minimum of 5 year’ relevant work experience in INGO or UN, with practical experience hosting and working with external auditors – preferred
• Experience managing and coaching operational partners
• Experience / knowledge of anti-corruption best practices and processes a distinct advantage
• Excellent project management, accounting and expenditure verification attention to detail
• Good ability to plan for different sets of scenarios in relation to external and internal audits
• Good communication and coordination skills
• Understanding of issues in complex emergencies and crisis contexts
• Ability to work with stress and under high time and other pressure
• Excellent ability to work independently with very limited supervision
• Very good fluency in the English language, both written and verbal
• Native or native-like Polish language speaker
• Excellent working knowledge of Excel and standard accounting packages
• Willingness to travel inside Poland or the region to all areas of the country where the programme is implemented, on a regular basis

What we offer;

Contract period: till 31 December 2023, with possibility of extension

Salary/benefits: According to NRC’s salary scale and terms and conditions for Poland

Duty station: Warsaw, Poland

NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.

The Norwegian Refugee Council (NRC) has been present in Ukraine since 2014, helping more than 700,000 people with food, shelter, water, sanitation, and legal assistance. Following the escalation of conflict since 24 February 2022, NRC is scaling up its efforts inside Ukraine and in neighbouring countries to provide aid to tens of thousands people forced to flee.

In Poland NRC responds largely through local partners, implementing an integrated programme supporting basic needs, shelter, protection, legal assistance and education needs of refugees. NRC has entered partnership with 15 local and international Polish organisations with a countrywide coverage. NRC Poland is funded by various institutional and private donors that require careful planning and managing. The Grants Coordinator will support NRC Poland in coordinating all the Project Cycle Management (PCM) steps as well as cascading PCM to partnership agreements.

Role Summary:

The Partnership Coordinator will Provide support in ensuring that NRC Poland operational partners consistently comply with all the legal regulations, financial requirements and humanitarian standards set by NRC and its donor
partners.

General Responsibilities:

• Ensure that partners adhere to key compliance standards including those set out in the NRC Project Implementation Agreements, NRC Financial Handbook, other relevant NRC policies, donor and auditor standards.
• Track and maintain overall budget control and monitor cash flows for partners
• Training and coaching partners on compliance requirements
• Implement NRC’s anti-corruption policy
•  Maintain the filing system for all financial and accounting documents and ensure filing of all financial documents according to NRC standards
• Prepare monthly financial reports and send all relevant documents
• Support project staff in financial matters.
• Promote and share ideas for improvement of the compliance function

Specific Responsibilities:

• Conduct meetings with the Partners at relevant stages of contract negotiations, prepare presentations and information sharing methods to support effective relationships.
• Conduct Partner orientation and coaching on NRC and donor requirements on finance and compliance matters. Be on stand by for the support of new partners with trainings and be able to identify and help address problems during implementation period in a timely manner.
• Verify that Partner vouchers and supporting documents meet NRC standards before payment. Be responsible for payments to operational Partners.
• Check Partnerships’ agreements at the negotiation stage and follow up during the implementation stage
• Check Partner’s financial reports, ensure that all supporting documents meet NRC standards, clear and eligible.
• Perform monitoring visits to partners .
• Ensure that all costs are timely booked into Agresso on a daily, weekly and monthly basis. Be responsible to write transactions numbers on the vouchers and label financial documents
• Prepare bank accounts reconciliations.
• Collaborate with the financial institutions to ensure that queries related to payments are timely resolved (return payments, under/over payments, contractors’ incorrect account details etc)
• Ensure implementing of the routine for securing supporting documentation in a digital format
•  Assist the Finance Coordinator (FC) and the Finance Manager (FM) in internal and external audits and preparing donor reports
•  Schedule Partner spot-checks together with the FC and FM
• Participate in and lead on community of practice exercises within the country and the region on working with partners and partner compliance
• Any other tasks that will be assigned by the FC.

General Professional competencies for this position:

• University degree in Accounting and Finance
• Minimum of 5 year’ relevant work experience in INGO or UN, with practical experience hosting and working with external auditors – preferred
• Experience managing and coaching operational partners
• Experience / knowledge of anti-corruption best practices and processes a distinct advantage
• Excellent project management, accounting and expenditure verification attention to detail
• Good ability to plan for different sets of scenarios in relation to external and internal audits
• Good communication and coordination skills
• Understanding of issues in complex emergencies and crisis contexts
• Ability to work with stress and under high time and other pressure
• Excellent ability to work independently with very limited supervision
• Very good fluency in the English language, both written and verbal
• Native or native-like Polish language speaker
• Excellent working knowledge of Excel and standard accounting packages
• Willingness to travel inside Poland or the region to all areas of the country where the programme is implemented, on a regular basis

What we offer;

Contract period: 1year, with possibility of extension

Salary/benefits: According to NRC’s salary scale and terms and conditions for Poland

Duty station: Warsaw, Poland

NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.