Administrative Officer

Medicos del Mundo

Чернівці

Повна зайнятість

Офіс в центрі

Медичне страхування

MISSION

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 and Donetsk oblast – GCA controlled areas). 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 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:

Administrative Officer is based in Chernivtsy with possible visits to another bases/field.

ORGANIZATION CHART

Line manager: Deputy Field Coordinator Luhansk oblast, Ukraine

Technical manager: Deputy Admin Co – for accountancy/finance

Admin Co – HR/admin related issues

Supervision of: Accountant/ Administrative Assistant

Admin/HR Assistant

JOB SUMMARY

In charge of accountancy and reporting under Ukrainian standards and legislation; accountancy under MdM standards and accountancy under Ukrainian standards; support in administration of Human Resources; other administrative tasks on request

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 Chernivtsy base cash expenses through the MdM accountancy's software in accordance with the accountancy and budgetary framework and MdM written procedures
Manage cash flow
Support Admin Assistant in payments preparation and processing to ensure timely accounting registration throughout the month.
Ensure a weekly check of the cashbox and monthly closures for Chernivtsy oblast
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
Ensure monthly closure of base accountancy in accordance with calendar set
Prepare all primary documents needed for accountancy and reporting on request of Deputy Administrative Coordinator or Administrative Coordinator.
Control collection and recording of all data needed for staff payments.
Confirm calculation of staff salaries amounts
Act as back up for Admin Officer for other bases, for payments preparations and accounting entries on request
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
Ensure service contracts for daily workers and other program related needs
Constantly work to improve their educational and professional level, be disciplined.
Perform other tasks from supervisor relating to its work.

Financial Management

On request of the Deputy / Administrative Coordinator and/or the Deputy / Field Coordinator prepare forecasts, estimations, and reports for the budget follow-up monthly: forecast and expenses monitoring according to annual reference budget and financing plan
On request of the Deputy / Administrative Coordinator and/or the Deputy / Field Coordinator prepare reports for budget’s analysis (check over/under consumption) for project management decisions
On request of the Deputy / Administrative Coordinator and/or the Deputy / Field Coordinator prepare forecasts, estimations for the preparation of new proposal with reference to financial matters (budget construction, financial parts, etc.)
On request of the Administrative Coordinator and/or the Deputy / Field Coordinator prepare data needed for the preparation of the annual budget of the mission according to MdM procedures (mission budget, treasury plan, allocation board, etc.).

Financial follow up of partners

Focal point for partner capacity assessment and identify risk level before partnership is signed.
Ensure timely check and feedback of partners financial report in respect with Partnership agreement, MdM procedures and donor guidelines.
Record and validate of partners primary supporting documents (exhaustiveness, guarantee the translation of documents and their validity).
Ensure proper archive of partner’s supporting documents copies in MdM office.
Support and coach partner on MdM requirements on partnership management in terms administration and financial reporting.
Ensure that partners accounts regularly reconciled and balanced.

Human Resource Administration Management

Support in organization of keeping the national staff database and personal files update monthly
Prepare and control payments of salaries and legal contributions to the relevant authorities monthly
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
Management of security envelopes if needed
Support in preparation of drafts of contracts (initial or renewal) and give them for validation to Administrative Coordinator
Control the leave follow up updated when HR person is absent
Ensure the correct monthly update of national staff statement
Back up HR unit with administrative HR tasks in case of need

Legal and administrative management

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

Coordination

Facilitate the 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 and logistic activities

Others & Reporting

On request of the Administrative Coordinator and/or the Field Coordinator participate in coordination meetings, trainings if it does not main duties
On request of the Deputy / Administrative Coordinator and/or the Deputy / Field Coordinator Translate verbally and by written when necessary if it does not harm main duties
Take part to training and report, if required by MdM
Perform other additional activities that do not contradict this Job description and deadlines for reports on request of Deputy Administrative and Deputy Field Coordinator

Others

Being flexible and ready to assist on other duties within a scope of work and activities of MdM

Minimum level of competency:

Minimum education level: Finance or related field.
Minimum 2 years accounting/finance/HR experience.
Experience at similar position in NGO will be considered an advantage.
Good knowledge of Ukrainian Labor, Accounting, and Tax Legislation.

Language and computer skills:

English - advanced level (writing and speaking)
Ukrainian - fluent, Russian - an asset.
Confident user of Windows environment (MS Word, MS Excel).
Confident user of accounting software (1:C). SAGA knowledge will be considered an advantage.

To apply: