Administrator

Premiere Urgence Internationale (PUI) is a non-profit, non-political and non religious humanitarian NGO. PUI started humanitarian intervention in Ukraine in February 2015. The mission's objectives are to improve or restore equitable access to primary health care for the local and displaced population affected by the military conflict and to improve their living conditions by covering their fundamental needs.

 Place of work - Lviv, Lviv region.

Qualifications

Work experience: 

• Minimum 2 years of experience in a similar position
• Humanitairian experience
• International experience

Language Skills: Fluent in English, Ukrainian and Russian. 

Knowledge & skills: 

• Accounting management
• Financial steering
• Human resources management
• Team management
• Administrative and managerial skills

Computer skills: Confident user of Microsoft Office (with focus on Excel and Word) and Outlook Express.

 Tasks and Responsibilities: 

• Financial, budgetary and accounting management: S/he supervises the financial, accounting and budgetary management on the base and ensures compliance with the related procedures, with the functional support of the Mission’s Financial Coordinator.
• Human Resources Management: S/he oversees the administrative human resources management activities on the base with the functional support of the Mission HR Coordinator or the Administrative and Financial Coordinator.
• Administrative management: S/he supervises the administrative management on the base and ensures compliance with the related procedures, with the functional support of the mission’s Financial Coordinator.
• Coordination, Reporting and Representation: S/he centralizes and disseminates information within the database for all matters related to financial, administrative, legal and human resources and participates in internal and external reporting in these same fields. S/he represents the association with partners, authorities and various local actors involved in the financial, administrative, legal and human resources fields of the base.
• Team Management: S/he oversees the administrative and financial team of her/his base.

ENSURE SOUND FINANCIAL, BUDGETARY AND ACCOUNTING MANAGEMENT OF THE BASE

• S/he ensures that the accounts are entered according to internal rules and communicated to the Financial Coordinator according to the schedule established, after validation of the Field Coordinator.
• S/he is the guarantor of the account keeping and ensures that the balances of cash and bank accounts are always absolutely justified by the appropriate accounting documents. 
• S/he ensures the proper maintenance and archiving of accounting and HR documents (journals, accounting documents, bank reconciliation, physical inventories, bank statements, HR files, etc.). 
• S/he prepares the Finance and HR documents to be submitted to the Financial Coordinator for an audit.
• With the Finance Coordinator and the Field Coordinator, s/he monitors the cash flow of the base, supervises payments and is the bank’s contact for the base
• S/he ensures compliance with the expenditure initiation procedure and participates in the validation of purchase files.
• Together with the Financial Coordinator and the Base Manager, s/he ensures that an internal control system is in place on her/his base. 
• S/he participates in the drafting of donor financial reports with the support of the Finance Coordinator.
• S/he develops project budgets as part of operations proposals (inc. budget narrative) in accordance with the procedures of each donor and in coordination with the base team. 
• S/he supports the Base Project Managers in updating their operational monitoring tools.
• S/he co-leads the collective analysis (technical, administrative and logistical) of budget monitoring, detects variances and proposes adjustments to the Base Manager and the Financial Coordinator.
• S/he is responsible for cost optimization, s/he uses budgets monitoring tools and the cost allocation table for this purpose.

  ENSURE SOUND MANAGEMENT OF THE BASE NATIONAL HUMAN RESOURCES 

• S/he is responsible for recruitment processes on the basis (validation of job term of reference, recruitment requests, selection grid, etc.).  
• S/he participates in the decision of disciplinary sanctions or termination of employment contract in connection with the Field Coordinator.
• S/he participates in the integration of any new employee on the base, conducts their financial induction and ensures in particular that administrative, HR and financial procedures are explained and understood.
• S/he ensures compliance with PUI Rules of Procedure on her/his base.
• S/he oversees the administrative management of national staff, including contract management, attendance and absence monitoring, staff record creation and maintenance, and archiving.
• S/he is responsible for the validation of the HR database and payroll operations.
• S/he is responsible for the calculation and reporting of taxes and supervises the reportings and payments to the relevant bodies for the employees of her/his base. S/he ensures compliance with the good working conditions of the employees of the base and works in collaboration with the  employees legal bodies of representation and consultation.
• S/he follows the organization chart, the training plan of the national staff of the base and offers training in her/his field (Human Resources, Managerment, Finance, etc.) when necessary.  
• S/he participates and ensures the definition and application of the HR policies of PUI (evaluates the changes, monitors the evolution of the cost of living, etc.) and refers it to the Administrative and Financial Coordinator.

MANAGE THE BASE ADMINISTRATIVELY

• S/he participates in the development by the Administrative and Financial Coordinator of the Partnership Agreements with local NGOs in the framework of the projects. S/he provides them with support and technical training on financial tools, procedures and monthly monitoring of their financial reports. 
• S/he verifies and validates all contracts drawn up on the base.
• S/he is responsible for the administrative monitoring of rentals, claims and insurance contracts.

PARTICIPATE IN COORDINATION ON THE BASE, REPORTING AND CIRCULATION OF INFORMATION 

• S/he sends internal and external reports to the Field Coordinator, to the Finance Coordinator, HR Coordinator within the internal validation deadlines (HR database / HR pack / Accounting / Budget monitoring / cash flow forecast).
• S/he participates in core and internal coordination meetings of which s/he is an active member.
• S/he ensures an efficient flow of Finance and Human Resources information to the base teams and the capital.
• Externally, s/he represents PUI with the administrative authorities for all HR and Finance matters (Bank, ACFPE, Labour Inspection, etc.) at the base level. 
• Participates in regional regulatory watch and reports to the Coordination.

“ADMINS” TEAMS  SUPERVISION

• S/he oversees and organizes the work of the entire Finance and HR team, directly or indirectly.
• S/he writes job profiles for her/his team, conducts or delegates recruitment interviews.
• S/he implements individual action plans for her/his team members, conducts training and annual evaluations.

 CONDITIONS

Starting time: May 2022 

 HOW TO APPLY:

Interested candidates should submit their CV and cover letter including at least 2 reference contacts.

Application should be sent before 15.05.2022

 Only candidates shortlisted will be contacted. PUI reserves the right to close the vacancy prior last day of application submission.

 Katerina