Administrative officer

MISSION

 Medicos del Mundo (MdM) has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in the Eastern part of Ukraine (Luhansk oblast, government and non-government-controlled areas – GCAs and NGCAs). 

 The program is implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors); strengthening of the local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness-raising and advocacy.

 GEOGRAPHICAL SCOPE OF INTERVENTION:

 The incumbent is based in KYIV with possible trips to other locations/bases.

 ORGANIZATION CHART

 Direct supervision of the Deputy Administrative Coordinator  and technical supervision of the Administrative Coordinator. 

 JOB SUMMARY

 Under the direct supervision of the Deputy Coordinator and the technical supervision of the Administrative Coordinator, the incumbent will carry the following responsibilities:

• Accountancy and reporting under Ukrainian standards and legislation,
• Accountancy under MdM standards,
• Administration of Human Resources
• Other administrative tasks

 FUNCTIONS

 Cash flow management and monthly accountancy 

• Prepare and archive all necessary documents for accountancy in accordance with both MdM procedures and Ukrainian standards and legislation
•  Day to day accountancy with Kyiv base expenses through the MDM accountancy's software in accordance to the accountancy and budgetary framework and MDM written procedures
•  Manage cash flow
•  Ensure a weekly check of the cashbox
•  Manage advances and reimbursement of expenses
• Estimation of the needs for funds and submission transfer requests to Administrative Coordinator
• To ensure the reliability of accountancy data
•  Supervise Accountant/Administrative Assistant in preparing accountancy under Ukrainian standards
• Prepare (or delegate to Accountant/ Administrative Assistant) all documents relative to taxation in Ukraine, with the right forms and deadlines
•  Constantly work to improve their educational and professional level, be disciplined.
•  Keep the workplace and equipment used in clean and working condition.
  
  

 Financial Management 

• Prepare the forecast of expenses for the Kyiv-Base and monitor the expenses vs. the budget and highlight deviations when necessary.

 Human Resource Administration Management 

National Staff

•  Control payments of salaries and legal contributions to the relevant authorities on a monthly basis
• Ensure new staff benefit from briefing (security, program, team presentation) and ensure administrative briefing (MdM conditions of employment, job description, MdM rules)
• Update contracts when necessary with Administrative Coordinator management
• Publishing of job advertisements and following up with candidates with prior validation of the Deputy Administrative Coordinator on the absence of HR officer.
• Management of security envelopes if needed
• Prepare drafts of contracts (initial or renewal) and give them for validation to Administrative Coordinator
• Control the leave follow up file
• Manage cleaning schedule for Kyiv office and Guesthouses
• Supervise Administrative and Logistic Assistant in following up and update accountancy archives and other additional activities. 

International staff

•    Following up on legal requirements regarding international staff (visa/ residency permit/ pass etc.)
• Update HR expats data base
• Preparing all supporting documents related to working visa in Ukraine to all new international staff members
•  Ensuring that all international staff visa and TRP are valid
• Preparing all documents related to Per diem for international staff members and paid on time
  
  

 Legal and administrative management

• Conduct/supervise all required MdM registrations at Ukrainian state authorities after validation of General Coordinator and Administrative Coordinator
•   Facilitate the link between MDM and the national and local authorities: Ministry of social policy, Ministry of Finance, Ministry of Health, etc.
•  Anticipate and ensure renewal of all administrative agreements, licenses, permits, authorizations and privileges granted to MDM by the various Authorities
•  Manage legal validation of all contracts and agreements received
•  Manage smooth communication with the vendors on the base level
• Ensure that office and guesthouses are equipped according to organization minimum standards
• Ensure that necessary software is in place and up to date
  
  

 Coordination

• Assist Deputy Administrative Coordinator  in exchange of information and ensure smooth communication process between the different administrative and logistics departments .
• Contribute to the preparation of the monthly report on administrative activities for Kyiv base.

 Others & Reporting

• The Administrative Coordinator and/or the Deputy Administrative Coordinator  request, participate in coordination meetings and training if it does not affect the main duties.
• On request of the Deputy Administrative Coordinator and/or the Administrative  Coordinator, translate verbally and by written when necessary if it does not affect the main duties.
• Perform other additional activities that do not contradict this job description and deadlines for reports on request of the Administrative Coordinator and/or Deputy Administrative Coordinator  .

 Note: This list of activities is not exhaustive and may change depending on the situation

 HIERARCHICAL & FUNCTIONAL LINKS 

Hierarchical link: Deputy Administrative Coordinator 

Technical link: Administrative Coordinator

 REQUIRED QUALIFICATIONS:

 Academic background: Master degree in Finance or related field.

  REQUIREMENTS:

 Language requirements: 

•  Ukrainian and Russian
• English advanced (written and oral) 

 Computer requirements: Competency in Microsoft Office Environment. 

 EXPERIENCE:

 The successful candidate must have:

• Minimum 02 years accounting/finance/HR experience.
• Experience at a similar position in NGO will be considered an advantage.
• Confident user of accounting software (1:C). 
• SAGA knowledge will be considered an advantage.
• Good knowledge of Ukrainian Labor, Accounting, and Tax Legislation;

  COMPETENCE PROFILE: 

• Ability to work quickly, under pressure, and with short deadlines.
• Ability to manage emergencies and remain calm. 
• The necessity to manage priorities and to adapt them daily according to the context.
• Flexibility to adapt to changing requirements and environment. 
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Ability to listen and share decisions.
• Team player and a good sense of humour. 
• Alignment with principles and ethics of MdM.

  To apply:

• Send CV + cover letter;

We offer:

• Fixed term contract;
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Kyiv

Deadline for application - 15th of May, 2022

 https://www.facebook.com/mdm.ua.no

 Please note:  

Medicos del Mundo promotes equal opportunities for all people. We establish positive action measures for those who, due to functional diversity or social and / or cultural exclusion, belong to under-represented groups in the positions offered.

As a result, no candidate with a valid profile will be rejected because of a functional diversity or for being culturally or socially excluded for reasons of birth, ethnicity, race, sex, gender or any other personal, social or cultural condition.